Executive Assistant

Job Status:                30-40 Hours                           Work Week/Hours:  Monday-Thursday

Department:              Administration                         Direct Reports:  None

Reports to:                 Executive Director

This position supports the mission and vision of Mountain Springs Church (MSC) by providing high-level administrative support to designated members of the Senior Leadership Team. The Executive Assistant plays a critical role in ensuring the day-to-day administrative and operational needs of assigned senior leaders are handled with excellence, accuracy, and discretion, enabling those leaders to remain focused on their primary responsibilities.

The ideal candidate is highly detail-oriented, organized, and dependable, with the ability to manage multiple priorities in a fast-paced, mission-driven environment. This role requires sound judgment, strong written and verbal communication skills, and a high degree of professionalism in handling sensitive and confidential information. The Executive Assistant works independently, follows through on assignments from start to finish, and brings consistency, clarity, and calm to senior leadership workflows.

Key Responsibilities:

Administrative & Executive Support

• Provide high-level administrative support to two designated members of the Senior Leadership Team, ensuring priorities, schedules, and workflows are coordinated with accuracy and discretion.


• Manage various forms of correspondence, including voicemail, email, and physical mail, exercising appropriate judgment and follow-through.


• Serve as the primary administrative point of contact for two assigned Senior Leadership Team members scheduling, meeting requests, and calendar coordination.


• Anticipate administrative needs, proactively address issues, and ensure timely completion of assigned tasks and projects.


• Maintain strict confidentiality while handling sensitive information, communications, and documentation.

Governance & Board Support

• Provide administrative support to the President, Chairman and Board of Elders, including email communications, coordination of monthly meetings, preparation of meeting materials and binders, minute distribution as assigned, and logistical support.


• Coordinate and support Board-related events, including the annual retreat and Elder appreciation gatherings.


• Maintain organized and accessible records related to Board activity, decisions, and documentation.

Meeting & Event Coordination

• Coordinate logistics for weekly staff meetings, staff half-days, leadership gatherings, and staff-wide events, including scheduling, reminders, room setup, materials, and follow-up.


• Support planning and coordination of staff celebrations, seasonal gatherings, and special internal events.


• Track action items and distribute follow-up communications as requested to support clarity and accountability.

Calendar, Travel & Logistics

• Book, confirm, and manage travel arrangements for Senior Leadership Team members and guest speakers, including flights, lodging, transportation, and itineraries.


• Coordinate logistics for speaking engagements and external commitments, ensuring clear communication and timely preparation.


• Work with Communications Department in coordinating guest speaker logistics, including honorariums, flights, lodging, meals, and hospitality details.


• Prepare welcome materials, gift bags, and itineraries for guest speakers and visiting leaders.

Communication & Document Management

• Edit, format, and finalize internal and external communications, correspondence, and documents with attention to detail and consistency.


• Prepare message templates and supporting documents for weekend sermon series and teaching schedules as requested.


• Maintain electronic and digital filing systems to ensure accurate recordkeeping and easy access to important information.


• Assist with drafting agendas, summaries, and internal communications that support organizational clarity.

Financial & Administrative Processing

• Prepare and submit expense and mileage reimbursements in a timely and accurate manner.


• Assist with annual department budget preparation, tracking, and administrative support.


• Process honorarium requests, invoices, and administrative financial documentation in coordination with finance staff.


• Monitor administrative deadlines and ensure required documentation is submitted on time.

Cross-Team Support & Coordination

• Communicate with congregants, ministry leaders, and external contacts on behalf of the assigned Senior Leadership Team members in a professional and timely manner.


• Coordinate with other departments to support leadership initiatives, schedules, and administrative needs.


• Support consistency in administrative processes, templates, and workflows across senior leadership functions.

General Administrative Responsibilities

• Maintain organized systems, checklists, and administrative tools that support efficiency and reliability.


• Identify opportunities to improve administrative processes, workflows, and documentation.


• Perform additional administrative duties as assigned to support the effective functioning of the Senior Leadership Team.

Minimum Qualifications:

Bachelor’s Degree, Minimum of 5 years of administrative support experience

Skills and Abilities

• Highly developed written and verbal communication skills, with strong interpersonal awareness and emotional intelligence


• Exceptional attention to detail, sound judgment, and a high level of personal initiative


• Advanced proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, Teams, OneDrive, and shared document environments


• Strong aptitude for computer-based work, with the ability to work efficiently in a largely paperless, digital workflow


• Demonstrated ability to manage email, shared calendars, collaborative notes, and cloud-based documents with accuracy and consistency


• Ability to learn and adapt quickly to new systems, tools, and technologies


• Experience working with databases or administrative information systems


• Demonstrated discernment and sensitivity in working with differing personalities, communication styles, and values


• Ability to manage multiple priorities, meet deadlines, and shift focus as needed


• High level of awareness regarding privacy, discretion, and the handling of sensitive and confidential information


• Enjoys working collaboratively within a staff team while taking ownership of assigned responsibilities


• Demonstrates curiosity and openness toward new technologies and improved ways of working


• Recognizes personal limits and values the expertise and contributions of other staff members

Physical Requirements and Working Conditions

• Adequate transportation to complete job responsibilities in a timely manner


• Prolonged, extensive, or considerable standing/walking/sitting


• Manual dexterity and mobility


• Visual and auditory acuity


• Ability to lift, push, pull 30 pounds


• Exposed to a variety of electromechanical hazards


• Subject to varying and unpredictable situations

This role operates in a dynamic, fast-paced environment and is best suited for someone who is self-directed, adaptable, and able to respond quickly to changing priorities while maintaining accuracy and professionalism.

MSC Staff Expectations and Standards

• Attendance and punctuality consistent with job requirements


• Appearance appropriate for task per agency and department dress code


• Standard of conduct according to MSC Conduct Code


• Adherence to MSC Personnel Guidelines


• Regularly attend scheduled/assigned staff meeting and MSC worship services


• Uses resources in a cost-effective manner


• Operates needed equipment efficiently and effectively


• Establishes and maintains cooperative working relationships with all employees


• A deep and growing love for the local church

Mountain Springs values each employee and the important role they fill on staff. We recognize that it is God who builds our staff team and fully rely on Him to bring us the right person for any job. All team members are expected to be mature believers in the Lord demonstrated by a high biblical standard of personal conduct and lifestyle, both publicly and privately. Furthermore, they are to abide by and actively support the statement of faith, mission, vision, values, policies, and procedures of MSC.

Revised:  January 2026