Executive Administrative Assistant

Company Description

Job Description

Executive Administrative Assistant

Location: Zion City Downtown campus, 2 E. Congress St., Tucson, AZ 85701
Employment Type: Full-Time, Permanent
Employer: Zion City

About the Opportunity

Joyful Jobs is a recruiting agency conducting this search on behalf of Zion City. The selected candidate will be hired directly by Zion City as a full-time, permanent employee. This is not a temporary position, contract position, or position employed through Joyful Jobs. Interested candidates should apply through this job description. 

Zion City is seeking a highly organized, trustworthy, and proactive Executive Administrative Assistant to provide administrative and operational support to the Executive Senior Pastor and senior leadership. This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities with discretion, and enjoys creating systems that help leaders and teams operate effectively.

Key Responsibilities

• Provide comprehensive administrative support to the Executive Senior Pastor.

• Manage and maintain the Executive Senior Pastor's calendar, including meetings, events, appointments, and reminders.

• Coordinate meeting and event preparation, including developing action plans, tracking details, and following up on outstanding items.

• Prepare and submit credit card statements, expense reports, check requests, purchase orders, and other administrative documentation.

• Monitor activities and follow-up items among the senior oversight team and help ensure timely completion.

• Draft, organize, and respond to emails and other communications as directed by the Executive Senior Pastor.

• Maintain clear and timely communication with the Executive Senior Pastor regarding important updates, requests, and team activities.

• Develop and maintain organized systems for office files, records, and information.

• Assist with annual budget planning and manage the department budget in coordination with the Executive Senior Pastor.

• Coordinate projects assigned by the Executive Senior Pastor, including timelines, communication, follow-up, and completion.

• Assist with preparation for teachings, weekend messages, and related materials, coordinating with other departments as needed.

• Arrange travel accommodations, including flights, lodging, and ground transportation.

• Support the Executive Senior Pastor and leadership team with other administrative and organizational needs as assigned.

• This position will regularly interact with Executive and Lead Pastors, Zion City staff, Elders Board and Apostolic Oversight, volunteers and guests, senior-level staff and leaders from other churches, representatives from outside organizations, agencies, and companies. 

Qualifications & Skills

• Previous experience in an administrative, executive assistant, or similar support role strongly preferred, especially within a mid-size or large church or nonprofit organization.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office and the ability to learn new software and systems quickly.

• Strong organizational, project management, and time management skills.

• Ability to manage multiple projects, competing priorities, and time-sensitive requests professionally.

• Strong attention to detail and follow-through.

• Ability to handle confidential and sensitive information with discretion.

• Strong interpersonal and relationship-building skills.

• Ability to work independently while collaborating effectively with pastors, staff, volunteers, board members, and external contacts.

Personal Attributes

The successful candidate will demonstrate:

• Trustworthiness, integrity, and dependability.

• A strong work ethic and commitment to excellence.

• Sound judgment and discretion when handling confidential information.

• A proactive, solutions-oriented approach to administrative work.

• A servant-minded attitude and willingness to support others.

• A positive, approachable, and professional demeanor.

• A commitment to Zion City's mission, values, and faith community.

Physical & Other Requirements

The role may require:

• Sitting and standing for extended periods.

• Frequent light lifting, with occasional moderate lifting.

• Occasional bending, stooping, kneeling, twisting, reaching, pushing, and pulling.

• Ability to drive a personal or church vehicle as needed.

Faith & Employment Requirements

Zion City staff are expected to be or become a partner of Zion City upon employment and to complete, or commit to completing, both ZC Next classes within 90 days of employment. Zion City does not discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic protected by law as it applies to churches.

This job description is intended to describe the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Other duties may be assigned as needed

Qualifications

Additional Information

All your information will be kept confidential according to EEO guidelines.