Executive Assistant/Office Manager

Overview

The Executive Assistant implements the essential financial, operational, and procedural systems of Branch Church. They work closely with the Lead Pastor and Creative Pastor to align the function of organizational systems with the overall vision and organizational strategy of Branch Church. They also collaborate with all staff members to maintain accurate financial record keeping and budget management. In addition, the Executive Assistant provides administrative, scheduling, and communication support to the Lead Pastor and Creative Pastor.

Application Requirement: Our mission at Branch Church is Following Jesus Day by Day, and our vision is that God’s people look like Him so the world knows Him. Because spiritual alignment with this mission and vision is vital for our organizational and staff culture, all applicants are required to submit a cover letter detailing their personal faith journey or relationship with Jesus.

Responsibilities:

Office Management

· Serve as the primary intake role for calls, deliveries, inquiries, etc.

· Manage the organization of the general office environment, including managing inventory of key office supplies

· Manage supply inventory and ordering for the main office

· Coordinate the staff care process and timeline including staff lunches, staff events, and birthday and anniversary recognition

Finances

· Accurately account for and categorize monthly expenses using QuickBooks, including vendor invoices, staff credit card details, and regular payments

· Compile and provide monthly profit and loss statements and balance sheets to give leadership a timely and accurate reflection of financial updates

· Provide ministry specific budget to actual reports monthly or as requested

· Coordinate the payment process and timeline for all invoices submitted to the church, regular subscriptions, credit card payments, and missions and giving commitments

· Maintain the highest level of confidentiality and discretion regarding church financial records, giving data, and sensitive pastoral care or staff details

· Coordinate financial reports or data exports as needed to support ongoing learning and decision-making surrounding church finances

· Maintain the giving management database (PushPay), including gift entry

· Implement essential financial and operational data-entry processes including but not limited to budget maintenance, preparing files for workers compensation audits, year-end giving reports, retirement contributions, bank reconciliation, etc.

Operations

· Coordinate onboarding paperwork for new employees and vendors and ensure employees maintain updated paper records

· Coordinate the development of the Planning Center annual calendar in partnership with ministry leaders and support the maintenance of the master calendar

· Support all end of year closeout activities, including filing and distribution of tax documentation and annual giving statements

· Field facility rental requests and coordinate the building use agreement process

· Maintain and coordinate an ongoing punch list for minor facility repairs and maintenance to be implemented by the Facilities Coordinator

Executive Assistance

· Support other regular or one-off administrative needs as identified and delegated by the Lead Pastor and Creative Pastor

· Provide calendar coordination support to the Lead Pastor, specifically providing time-blocking and meeting load management four weeks in advance and identifying possible meeting times for priority meetings

· Update the announcements section of the weekly newsletter with relevant items

· Provide project management support on all-church initiatives as identified by the Lead Pastor or Creative Pastor

· Provide event coordination support on all-church events as identified by the Lead Pastor or Creative Pastor

Qualifications & Experience

• Technical Proficiency: Hands-on experience with QuickBooks, PushPay, and Planning Center (or equivalent church/non-profit management software) is highly preferred
• Office Software: Proficient in the Microsoft Office Suite (Word, Excel)
• Administrative Background: 2+ years of experience in an executive assistant, office management, or bookkeeping role is beneficial
• Core Skills: Strong organizational skills, attention to detail, and the ability to manage multiple calendars and financial tasks independently

Additional Perks

· Paid holidays and bereavement leav…