Executive Assistant to the Pastor
First Baptist Church, Lafayette, Louisiana
Job Summary: First Baptist Lafayette is seeking a mature, highly organized, and ministry-minded Executive Assistant to the Senior Pastor. This role provides high-trust administrative and ministry support to the Senior Pastor while also serving key functions in pastoral ministry coordination, church records, and office operations.
This is not a generic administrative position. The person in this role must demonstrate spiritual maturity, sound judgment, strong discretion, excellent organizational ability, and a sincere commitment to the mission and ministry of the First Baptist Lafayette. This position works with the Senior Pastor and Executive Pastor and handles confidential information, sensitive ministry matters, and church-wide coordination with care and professionalism.
The ideal candidate is a proven administrative leader who can manage details, communicate clearly, serve people graciously, protect confidentiality, support the ministry rhythm of First Baptist Lafayette, and a life that reflects the doctrinal and conduct standards of the Baptist Faith and Message 2000, including full abstention from alcohol.
Major Responsibilities
Administer the Pastor’s Office
- Scheduling appointments for Senior Pastor
- Scheduling events on the church calendar
- Answering and screening telephone calls and visitors
- Ordering necessary supplies for office, Baptism, Lord’s Supper, etc.
- Preparing financial requests as needed for purchases
- Making travel and lodging arrangements
- Attending weekly Ministerial Staff Meetings, taking and preparing Minutes
- Providing hospitality support for the Senior Pastor’s engagements, including coordinating and arranging meals, snacks, and refreshments for lunch meetings, special meetings, and other pastor-hosted gatherings
Administrate Pastoral Ministries
- Sending out acknowledgements for Memorial Gifts
- Coordinating Funerals and Weddings, typing of visitor letters and funeral programs and any other requested typing
- Maintaining Deacon List and Assignments / Update Handbook / Postcard Reminders
- Maintaining Shut-In List and Widow Lists
- Maintaining a hospital and prayer list
- Maintaining a Hospital/Duty Minister Calendar
- Maintaining Committee Lists in database
- Maintaining Pastor’s Prayer Group in database
Administrate Mission Pastor’s Office
- Intake proposed missions calendar items from partners, committee members, internal groups, and ministers/pastors and organize proposed calendar for ELT review and approval
- Organize approved missions calendar for distribution to partners, committee members, internal groups, and ministers/pastors as well as congregation via annual pamphlet
- Calendar planned events, functions, and trips in the church system
- Build necessary event, function, and trip groups in the church system and set up communication channels and schedules
- Liaison with internal and external stakeholders to confirm and execute event, function, and trip logistics, including:
– Booking travel, lodging, and transportation arrangements
– Communicating with event, function, and trip partners pre/during/post event, function, and trip
– Attending and taking notes during planning and training meetings
- Collect, process, and document mission-related payments
- Process and document missions related expenses
- Regularly update partner notes, contact information sheets, offering tallies, and volunteer databases
- Attend scheduled mission check-ins, committee meetings, and staff meetings
Serve as the Church Clerk
- Managing Membership Records, including updating membership pictures, adding/deleting profiles, and updating profiles
- Processing New Members, requesting and transferring member letters
- Preparing weekly New Members and Decision reports
- Preparing membership report for the Annual Meeting
- Preparing the Annual Church Profile letter
- Attending Church Business meetings and taking minutes
Serve as the Office Coordinator
- Coordinating Office Support personnel, including supervising the Receptionist
- Maintaining a Phone Duty Schedule and Prayer Leader List
- Answering phone for receptionist on her lunch break whenever scheduled
- Updating status on member profiles
- Sending additions, deletions, and changes to Baptist Message
- Printing of labels for church-wide mailouts; oversee mail distribution
- Searching, copying, printing, or filing of various lists as requested
- Phone contact for error messages and problems that arise
- Office contact for “how to” questions in ACS & Planning Center Online
General Duties
- Serve as staff liaison for assigned church committees and ministry teams
- Keep informed on methods, materials, principles, procedures, promotions, and administration related to pertinent ministries
- Cooperate with associational, state, and national programs and leaders; be involved as time permits, giving priority to the church
- Maintain openness to new ideas and flexibility in adopting new strategies of ministry
- Provide support when needed to other departments with “all hands-on deck” ministries (i.e., Vacation Bible School)
- Be present and available to support all church-wide services (Sunday AM/PM and Wednesday PM) and events
- Work with other ministry staff when responsibilities overlap
- Perform other duties and assignments as requested by the Senior Pastor
Working Conditions
- The Executive Assistant to the Pastor shall be responsible as an employee to the Senior Pastor, through the Executive Pastor, in all matters related to employment
- Observe regular office hours of 8:00 AM to 4:30 PM, except as required by the needs of carrying out assigned responsibilities or as provided in the general personnel policies
- Vacation, holidays, and other circumstances related to working conditions are determined by general personnel policies
- The Executive Pastor must approve participation in conferences, conventions, and outside performances
General Qualifications
- Be a Christian of high moral character who has demonstrated loyalty to God, the church, and Pastor
- Able and willing to sign FBC Lafayette’s Staff Covenant
- Has evidenced a heart’s desire to win people to faith in Christ and to see them following Him
- Has demonstrated a work ethic characterized by punctuality, integrity, honesty, diligence, excellence, and industriousness
- Has demonstrated the ability to work cooperatively with other church staff members
- Has demonstrated a high level of confidentiality concerning all areas of ministry, especially personal contributions, benevolence, and personal information
Application Instructions
Please submit:
- Resume
- Cover letter
- Brief written testimony of salvation and current church involvement
In your cover letter, please address:
- Why is this role of interest to you
- Your relevant administrative experience
- Your current involvement in a local church
- Why you believe you would be a strong fit for this position
Job Type: Full-time
Pay: $40,000.00 per year
Benefits:
- Health insurance
- Paid time off
Application Question(s):
- This position requires you to be a member of the Church due to access to confidential information. Are you willing to become an active member of First Baptist Lafayette?
- The Mission of First Baptist Lafayette is to share the gospel of Jesus Christ with our community. This role directly supports the Senior Pastor and his endeavors to help people Find Real Meaning in a personal relationship with Jesus. Are you willing to actively support this mission and work towards its accomplishment?
Experience:
- Microsoft Office: 5 years (Required)
- Customer relationship management: 4 years (Preferred)
- Executive administrative support: 4 years (Required)
Work Location: In person
