Administrative Assistant: Full-time

Pastoral & Ministry Administrative Support Job Responsibilities

• Manage and maintain Pastor Mat’s calendar, including scheduling and

organizing meetings

• Review and monitor inbox communications, ensuring timely follow-up and

prioritization

• Keep Pastor Mat informed of key requests, communications, events, and action

Items

• Attend meetings and distribute notes as requested (weekly)
• Compile documents for Pastor for meetings
• Book travel if/as needed for Pastor

Staff Development Day (1-2 events per year)

• Oversee and manage the event budget to ensure responsibility and strategic

allocation of resources

• Research, secure, and book venue, transportation, and activities
• Plan and execute a meaningful and engaging experience for all staff
• Compile and coordinate all event supplies and materials
• Develop and finalize the order of service and event flow
• Manage RSVP collection and tracking for staff attendance
• Coordinate and distribute staff gifts
• Lead event setup and teardown logistics

Creative Team Gatherings (monthly or as directed by Pastor)

• Plan and schedule creative team gatherings
• Coordinate event logistics and enter details into Espace
• Prepare and organize all necessary supplies for each gathering

Staff Rallies (weekly)

• Plan and schedule weekly staff rallies, including coordinating teaching schedules

for pastors

• Communicate rally details and requirements to appropriate teams
• Prepare and organize supplies for various rally types (e.g., birthdays, holidays,

and special celebrations)

• Ensure rallies are engaging, meaningful, and aligned with Calvary culture
• Provide clear and timely communication to staff regarding rally details

Staff Care (as requested)

• Plan and execute “Joy Dealer” initiatives to foster a culture of appreciation and

encouragement among staff

• Develop creative strategies to promote staff morale and engagement
• Order and coordinate materials for weekly Joy Dealer activities
• Manage staff milestone recognition by communicating anniversaries,

coordinating gifts, and facilitating presentations during rallies

First-Time Guest Follow-Up (weekly)

• Coordinate and send first-time guest follow-up videos on behalf of Pastor Mat

Creative Team Meetings (weekly)

• Organize, label, and maintain recordings to ensure easy accessibility and

Reference

Special Services (special weekends only generally, 3-4)

• Coordinate and facilitate large-scale gifts for special occasions such as Mother’s

Day and Father’s Day (e.g. rent for a year, car, etc.)

• Collaborate with the Next Steps team to execute elements such as outdoor

experiences, congregation gifts, and SoPo beverage coordination

Production Administrative Support

• Review Espace requests
• Procure and maintain necessary supplies, equipment, and staging needs,

including upgrades, repairs, and renewals

• Schedule routine maintenance such as piano tuning
• Purchase items as need for production team/pastor

Special Events

• Plan, organize, and host green rooms for production staff collaborating with worship assistant special events and services (e.g.,

Christmas, Easter, concerts, worship nights)

• Coordinate hospitality by ordering meals, snacks, and refreshments for

rehearsals and event days

Food Truck Coordination (weekly)

• Schedule and book food trucks for Wednesday evening services
• Coordinate meal purchases for worship and production volunteers

Budget Management & Renewals (annually)

• Conduct comprehensive budget reviews and develop proposals for multiple

Ministry Areas, Including

• Ministry Support
• Staff Appreciation
• Audio (Osuna, Santa Fe, Westside)
• Connect Groups
• Creative Team Nights
• Decision Team
• Life Track
• Worship
• Video
• Welcome Team

Paylocity Administration

• Review and approve production timecards
• Process and approve time-off requests once approval has been given
• Manage punch corrections to ensure payroll accuracy

Additonal Tasks And Responsibilities

• Ability to maintain and respect strict Pastoral confidentiality
• Maintain and develop tracking and filing systems as needed (both electronic and physical)
• Create, update and/or maintain databases in Outlook, Excel, etc.

Characteristics, Skills And Knowledge Required

• A Christ-centered heart to serve founded on a solid foundation of spiritual maturity and ministry experience
• The heart, work-ethic, faith, and duty of a servant of Christ as Jesus Himself described in Luke 17:7-10
• Must be a member of the Body of Christ at Calvary Church Osuna/West Side/Santa Fe Campus; Calvary Church must be your home church
• Bachelor’s degree or at least 4 years of equivalent experience
• Strong organizational skills
• Ability to problem solve
• Effective interpersonal skills and a team-player attitude
• Strong written and verbal communication skills
• Demonstrates ability to cooperate with and submit to authority
• Demonstrates ability to work independently on assigned tasks