Executive Assistant

Executive Assistant

Position & Logistics

Position: Executive Assistant (Part-Time)

Start Date: August 1, 2026

Hours: 0.5 FTE (Up to 20 hours/week); hourly non-exempt

Reports to: Lead Pastor (with dotted line to Executive Pastor)

Supervises: N/A

Compensation & Benefits: Starting at $[TBD]/hr (commensurate with experience), paid bi-weekly; pro-rated sick and vacation leave per Employee Handbook; no medical or dental benefits

Work Format: Hybrid. In-office two days/week (set with Lead Pastor); Sundays as needed; remaining hours flexible

Works closely with: Executive Pastor, General Administrator, Pastoral Team, Ministry Leaders

Location: Pasadena, CA

Role Summary

The Executive Assistant exists to release the Lead Pastor (and, as needed, the Executive Pastor) into the pastoral and strategic work the church needs from them. Through excellent administrative support (calendaring, communications, travel, logistics, project follow-through, and pastoral coordination), this role removes friction, protects margin, and helps Epicentre's mission move forward with order and joy.

Within 20 hours a week, and rooted in Epicentre Church's Identity, Mission, and Vision and shaped by our Ministry Philosophy (Relational and Equipping Values), the Executive Assistant stewards time, communication, and details with excellence and discretion.

Compelling Clarity: Vision for the Role

Anchored in Epicentre's Equipping Values (Compelling Clarity, Anointed Fit, Patient Apprenticing, Life-giving Coaching, and Honoring Transition), the Executive Assistant exists to multiply the Lead Pastor's pastoral and strategic capacity by stewarding time, communication, and details with excellence and discretion. We are winning when the Lead Pastor consistently has the time, information, and margin to do the work only he can do; when his calendar reflects Epicentre's priorities; and when staff and church members say, "Working with that office is a gift."

Desired Outcomes (Core Responsibilities)

Calendar & Scheduling Stewardship

• Own the Lead Pastor's calendar in Google Calendar: schedule, reschedule, and protect blocks for sermon prep, prayer, family, and rest.
• Receive, screen, and prioritize all internal and external meeting requests; route or decline as appropriate.
• Coordinate recurring meetings (1:1s, SET, all-staff, board, lifegroup, mentoring) and prepare agendas.
• Coordinate speaking engagements, board meetings, and outside ministry appointments end-to-end.

• Serve as a primary point of contact for the Lead Pastor: email, phone, and visitor screening.
• Draft, review, and send correspondence on behalf of the Lead Pastor in his voice, with discretion and accuracy.
• Track outstanding asks; close loops; flag time-sensitive and priority matters.
• Maintain confidentiality on pastoral, personnel, financial, and family matters at all times.

• Arrange domestic and international travel, including housing, transportation, registrations, and itineraries.
• Provide logistical support for retreats, conferences, board meetings, and outside speaking engagements.
• Attend and support key Epicentre events as needed (Annual Membership Meeting, Easter, Advent, fundraisers).

• Handle administrative paperwork for the Lead Pastor: expense reports, reimbursements, time-off requests, mileage.
• Submit and reconcile monthly expense reports; partner with Finance / General Administrator on coding.
• Maintain orderly digital files in Google Drive (sermon archives, board materials, pastoral correspondence).
• Support light QuickBooks Online tasks where applicable (e.g., submitting receipts, vendor coordination); financial decisions remain with Finance leadership.

• Provide research assistance for sermon preparation, teaching series, and outside speaking engagements.
• Prepare documents, handouts, and slide drafts for training events and presentations.
• Support the Lead Pastor and Executive Pastor in tracking strategic initiatives, big-rock projects, and follow-ups across the staff team.

• Engage as a member of Epicentre: lifegroup participation, Sunday serving, prayer gatherings, and staff meetings.
• Provide light Sunday logistical support to the pastoral team as needed.
• Help carry and champion Epicentre's vision.
• Perform any other task necessary to support the mission of Epicentre Church.

• Character: Christ-like maturity, prayerful, humble, discreet, and trustworthy with confidential information.
• Competency: Highly organized, detail-oriented, anticipates needs, communicates clearly in writing, and triages priorities well. Fluent in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive), Slack, Planning Center, Zoom, and basic familiarity with Mac, Keynote/Slides, and Push Pay/QBO at a user level.
• Capacity: Calm under pressure, thrives in ambiguity, sustains healthy rhythms while carrying multiple time-sensitive workflows.
• Convictions: Alignment with Epicentre's Identity, Mission, and Statement of Faith (see Spiritual & Cultural Expectations below).
• Chemistry: Servant-hearted, warm with people, easy to partner with, and able to represent the Lead Pastor's office with hospitality.

• Completion of, or commitment to Epicentre/Antioch Discipleship School.
• Bachelor's degree preferred.
• Minimum of 3 years of executive or administrative assistant experience (ministry or nonprofit setting a plus).
• Strong written and verbal communication; capable of writing in a senior leader's voice.
• Excellent organization, time management, and project follow-through.
• Proficient with Google Workspace, Slack, calendaring systems, and digital document workflows.
• Comfortable with Planning Center; willingness to learn Push Pay and QuickBooks Online at a user level.
• Discretion with sensitive pastoral, personnel, and financial information.

• Actively participate in Epicentre Sunday services, Lifegroups, prayer gatherings, and staff meetings.
• Model a posture of prayer, servant leadership, humility, hospitality, and teachability.
• Alignment with Epicentre's Relational and Equipping Values.
• Live out and invite others to engage in the Five Circles of Church Life.
• Pursue personal growth and health (spiritual, emotional, physical, relational).
• Embrace alignment with the Antioch Movement, Word of the Lord, and Strategic Vision.

• The Lead Pastor is freed to focus on the work only he can do.
• Pastoral touchpoints (premarital, baby dedication, member care) are well-coordinated and never dropped.
• Staff, congregants, and outside partners experience the Lead Pastor's office as warm, responsive, and trustworthy.
• Administrative systems (calendar, files, expenses) are orderly and current.
• Strategic follow-through across staff initiatives improves because of consistent tracking.