Executive Assistant na Southwest Church

Description

WHO WE ARE 

OUR FOCUS 

Southwest Church is focused on discipling people to become committed followers of Jesus Christ. We desire all members of Southwest to be: 

• PLANTED (the call to salvation) 
• ROOTED (the call to foundation) 
• GROWING (the call to maturation) 
• GOING (the call to multiplication) 

OUR VALUES 

• We are Faithful - We love Jesus! Our gospel-centered church will be driven by our gospel- centered team. We will aim for faithfulness to Jesus, Jesus’ Word, and Jesus’ will above all else. (1 JOHN 4)  
• We are Family - Our families are our first ministry not the church. Our families will love the church and never feel like they have to compete with the church. So we’ll honor the Sabbath, honor time away from work to invest in our families, and encourage our people to do the same. (1 TIMOTHY 3) 
• We are Fun - Laughing, enjoyment, and celebration is gonna be normal here. Our calling is a serious one, but it is not one that is without amazing fun! (ECCLESIASTES 8) 
• We are Free - We are a team on a mission. And you’re free to make that mission happen! We let thoroughbreds run. We’ll give you the play and make sure you’re free to run it. Our team is free to lead. Free to speak. Free to innovate. Free to fail. All for the purpose of achieving the mission God has given us. (GALATIANS 2) 
• We are Forgiving - Sin is serious and we won’t let it remain in the camp. We will constantly forgive one another because we’ve been forgiven. When conflict happens, we’ll address it quickly, respond graciously, and move forward by keeping short accounts with each other. (MATTHEW 18) 
• We are Flexible - We embrace change! There are no sacred cows here, just a sacred goal to make Jesus famous! We’ll be geared to the times but anchored to the rock. (MARK 2) 
• We are Forthright - We want to bear much fruit! And because ministry is hard to measure we’ll allow iron to sharpen iron to make one another better! So we’re gonna be forthright. Because fearless feedback yields fruit! (PROVERBS 27) 

Requirements

SUMMARY

Advance the mission and efficiency of the Office of the Senior Pastor by providing

comprehensive executive support, managing calendars, travel, guest coordination, and

strategic initiatives that strengthen organizational clarity and ministry impact.

KEY RESPONSIBILITIES

As a vital member of the OSP team, you will work closely with the Senior Pastor and

Executive Pastor. Your responsibilities include, but are not limited to:

Administrative & Calendar Management

• Manage and protect the Senior Pastor and Executive Pastors' calendars, aligning with church priorities.
• Coordinate meetings, appointments, and speaking engagements.
• Organize childcare, family scheduling, and ministry logistics as needed.
• Maintain correspondence, mail, and digital filing systems.

Data & Reporting

• Prepare and deliver weekly dashboards (attendance, giving, engagement metrics)
• Support XP and SP with Elder Board and Capital Campaign reporting.
• Track guest engagement, project progress, and follow-up deliverables.

Executive Support & Communication

• Prepare meeting materials, presentations, and follow-up tracking for executive meetings.
• Review and filter correspondence for SP and XP to ensure focus on priorities.
• Oversee Docent requests and manage follow-up.
• Maintain documentation, forms, and resource organization for all OSP initiatives.

Travel & Guest Coordination

• Coordinate all travel arrangements (flights, hotels, transportation) for SP and XP.
• Serve as liaison for external churches and event coordinators.
• Prepare and process contracts, W-9s, and questionnaires for guest speakers.
• Manage hotel bookings, travel details, and pre-arrival coordination.
• Liaise with the Experience Team Admin for service timelines, slides, and hospitality arrangements.
• Oversee honorarium requests, approvals, and check processing with Accounting.
• Ensure guest arrival experience and communication hand-offs are seamless.
• Track guest speaker data and manage future engagement scheduling.

Strategic Initiatives

• Support execution of capital campaigns and strategic plans.
• Liaise between executive leadership and ministry departments.
• Prepare reports and materials for high-level meetings.
• Serve as the operational link between OSP and department leaders for special projects.

Project Management & Systems Development

• Design and implement systems that enhance efficiency and communication across departments.
• Develop workflows, tools, and templates that improve alignment and scalability.
• Maintain OSP-level standard operating procedures (SOPs).
• Manage cross-departmental projects (campaigns, retreats, and initiatives).

Event & Hospitality Support

• Support logistics for dinners, gatherings, and events hosted by the Jenkins or XP offices.
• Coordinate meal orders, setup, and hospitality needs for guests and visiting pastors.
• Maintain readiness of Green Room and executive offices.

QUALIFICATIONS

• Executive-level administrative ability
• Strong ability to manage projects and design systems that are effective and efficient
• Must have analytical and reporting skills
• Must be a proactive self-starter, creative problem solver, strategic thinker, and team player who takes initiative.
• Must have strong cross-departmental communication to support the ministry of Southwest Church.
• Understanding of confidentiality and proper care of personal information.
• Knowledge of computer applications such as Word and/or Pages, Excel and/or Numbers, PowerPoint and/or Keynote, etc.
• Physical requirements: Constant periods of sitting and repetitive motions. Occasionally able to lift or move up to 20lbs and standing or walking