Executive & Ministry Coordinator

Job Title: Executive & Ministry Coordinator

Reports to: Executive Director of Ministry and Care 
Status: Part-Time | 20–25 hours/week

Job Overview: This role supports Hill City Church's objectives by embodying our mission: Together, we love God, love others, and make disciples of Jesus Christ. The Executive & Ministry Coordinator provides dedicated administrative and project support to the Executive Director of Ministry and Care. The primary purpose of this role is to create capacity for the Executive Director by taking ownership of administrative tasks, coordinating priorities, managing follow-through, and supporting projects and initiatives under her leadership. 

Primary Responsibilities

Executive Support

• Provide dedicated administrative and organizational support to the Executive Director.
• Receive and execute delegated administrative tasks and projects from initial request through completion.
• Coordinate scheduling, meetings, agendas, documents, and follow-up.
• Draft routine communications, documents, plans, and materials.
• Track priorities, deadlines, decisions, and action items.
• Organize information and maintain systems that help the Executive Director manage responsibilities and priorities.
• Anticipate needs and proactively identify opportunities to take administrative work off the Executive Director's plate.
  

Executive Team Projects

• Coordinate special projects and initiatives assigned by the Executive Director.
• Coordinate across departments and follow up with project owners.
• Track progress and surface items that need additional attention or decisions.
• Help ensure Executive Team initiatives move from conversation to completion.

Church-Wide Calendar & Planning

• Own and maintain the church-wide master calendar.
• Coordinate with ministry leaders to compile and finalize their event dates. 
• Maintain visibility into upcoming ministry activity through 3-, 6-, and 12-month planning.
• Identify scheduling conflicts and facilitate resolution before dates are finalized.
• Ensure appropriate teams have visibility into upcoming events and ministry needs.
• Oversee the intake, review, and processing of all ministry event requests and calendar additions.
• Streamline and maintain the standardized process for how ministry leaders request dates, spaces, and resources.
• Support annual ministry planning.

Organizational Coordination

• Support Executive Team and ministry leadership meeting rhythms, including agendas, materials, notes, and follow-up.
• Maintain organizational planning documents, project trackers, and shared resources.
• Own the process of keeping Hill City's Executive Dashboard accurate and current.
• Gather required data and ministry metrics from staff and ministry leaders.
• Follow up on missing or incomplete information and maintain consistent reporting rhythms.
  
• Coordinate administrative details for initiatives involving multiple ministries or departments.
• Coordinate travel and accommodations for the Executive Team and projects as assigned.
• Support the Pastoral Team with routine financial administration, including receipt categorization, reimbursements, check requests, and related documentation.

Ideal Candidate:

We're looking for someone who is:

• Highly organized, proactive, and dependable.
• Able to turn ideas into clear next steps.
• Strong at managing multiple projects and deadlines.
• Comfortable following up with leaders and coordinating across teams.
• Relationally warm and an excellent communicator.
• Discreet with confidential information.
• Able to anticipate needs and work independently.
• Aligned with the mission, convictions, and culture of Hill City Church.