Executive Assistant

Position Summary:

The Executive Assistant (EA) to the Senior Pastor serves as a trusted strategic partner responsible for managing the daily operations of the Pastor. This individual ensures the Senior Pastor can focus on preaching, vision, leadership, and shepherding by proactively managing priorities, communication, scheduling, projects, and administrative operations.

This role requires exceptional organizational skills, discretion, emotional awareness, initiative, and a heart for mission-drive organizations. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, maintains strict confidentiality, and represents the Pastor and Hope City Church with professionalism, excellence, and grace.

Primary Responsibilities

Executive Support

• Manage and maintain the Senior Pastor’s calendar, appointments, travel, and ministry engagements.
• Coordinate meetings, speaking engagements, conferences, and special events.
• Prioritize scheduling based on ministry goals and organizational priorities.
• Prepare meeting agendas, briefing documents, presentations, and follow-up notes.
• Track action items and ensure timely completion.

Communication Management

• Serve as the first point of contact for the Pastor.
• Manage incoming emails, phone calls, and correspondence.
• Draft professional emails, letters, and announcements on behalf of the Pastor.
• Communicate with ministry leaders, staff, volunteers, congregational members, community partners, and external organizations.
• Ensure timely responses while protecting the Pastor’s time.

Ministry Operations

• Assist in implementing the church’s vision through administrative excellence.
• Coordinate leadership meetings and ministry planning sessions.
• Prepare reports and maintain ministry records.
• Support sermon preparation logistics when requested.
• Assist with pastoral care requests and confidential matters.

Project Management

• Manage multiple ministry initiatives simultaneously.
• Develop project timelines and monitor progress.
• Coordinate cross-department collaboration.
• Ensure deadlines are met.
• Maintain project documentation and follow-up.

Event Coordination

• Coordinate logistics for conferences, leadership retreats, church events, and special services.
• Manage vendor relationships.
• Assist with expense tracking.
• Oversee event planning timelines.

Administrative Management

• Maintain organized digital systems.
• Assist with travel arrangements.
• Prepare reports and presentations.

Technology & Systems

• Utilize Google Workspace efficiently (Docs, Sheets, Slides, Drive, Calendar, Forms).
• Manage church management software and online systems.

Required Qualifications

• Bachelor’s degree or equivalent professional experience.
• Minimum 5 years of executive administrative support experience.
• Experience supporting senior executives or c-suite, pastors, or organizational leaders.
• Advanced proficiency in Google Workspace.
• Excellent organizational, writing, editing and attention to detail.
• Strong interpersonal and relationship-building abilities.
• Ability to work independently with minimal supervision.
• Proven ability to anticipate needs and solve problems proactively.

Preferred Qualifications

• Experience working within religious organizations
• Strong communications.
• Leadership support and board or executive meeting coordination.
• Proficiency with digital tools and platforms, including Google Workspace, Planning Center.

Physical Requirements

• Travel up to 25% in person to Brooklyn New York for special events.
• Occasional evening and weekend ministry events.
• Ability to lift up to 25 pounds.
• Prolonged periods of computer work.

About Hope City Church

Hope City Church is a vibrant, Christ-centered, multi-campus church dedicated to developing disciples who develop disciples to change the world. Since its founding on February 1, 2003, in the East New York community of Brooklyn, Hope City Church has grown from a small gathering of passionate believers into a thriving ministry with campuses, virtual members across the United States and the Caribbean, and a global impact through evangelism, discipleship, community outreach, and missions.

Under the visionary leadership of Dr. Tyrone Stevenson, Senior Pastor, and alongside First Lady Terrie Stevenson, Hope City Church is committed to equipping people to turn to God, grow in God, and partner with God to…