Administrative Assistant -ministry support

Wheaton Bible Church; West Chicago (IL); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Medical and Dental insurance

PTO, sick time, holidays

403B with up to 7% match

Life Insurance and Long-term disabled

Job summary

Wheaton Bible Church in West Chicago, IL seeks an Administrative Assistant - Ministry Support for full-time, church-wide administrative assistance. You will support Discipleship, Life Groups/Adult Communities, Young Adults, and Connections Ministries with calendars, correspondence, materials, and event logistics.

The role requires 2–4 years of admin experience, MS Office proficiency, and strong communication. Candidates should align with WBC values and be prepared to serve across ministries.

Qualifications

• 2-4 years administrative experience in a fast-paced environment.
• Experience with databases and financial platforms preferred.
• Proficient in the Microsoft Office Suite.

Responsibilities

• Provide full-time administrative support to multiple ministry teams.
• Manage calendars, schedule meetings, and draft correspondence.
• Maintain filing systems and organize materials for events.
• Assist with communications, reports, and data entry in MyWBC.

Skills

Calendar management

MS Office proficiency

Communication

Team coordination

Tools

Microsoft Office Suite

Job description

Position:Administrative Assistant -Ministry Support

Location: West Chicago, IL

Job Id:449

# of Openings:1

Wheaton Bible Church (WBC) is a dynamic, thriving multiethnic church community seeking to live out our mission toLove God, Love One Another, Love our Neighbors, and Love the Nationsin the Chicago suburbs and globally with our 90+ sent missionaries and indigenous partners. We currently hold worship services in both English and Spanish while providing space, care, and leadership coaching for 5 additional ethnic language fellowship groups. Additionally, we serve our local community through West Chicago’s largest social service provider Puente de Pueblo by providing case management services for families, adult literacy programming, and after-school programming for children and youth.

The Adult Ministry Administrative Assistant will give full-time administrative support to the Discipleship, Life Groups/Adult Communities, Young Adults, and Connection’s Ministry teams so that it supports the Purpose, Mission, and Values of Wheaton Bible Church of seeing people Love God, Love One Another, Love our Neighbors, and Love the Nations.

Primary Responsibilities

Pastor of Discipleship and Culture:

• Calendar Management: maintain and prioritize calendar -resolving conflicts and arranging meetings.
• Screen and prioritize emails, draft correspondence, proofread reports.
• Track action items and ensure follow-up
• Help facilitate productive meetings by preparing agendas, taking and compiling notes, and sending out post-meeting recaps with assigned tasks and due dates.

Life Groups, Adult Communities, Seniors and Connections Ministries

• Provide all aspects of support including but not limited to registration, group placements, preparing and distributing materials, and providing onsite support during ministry launches and leader trainings.
• Support special events by working closely with event lay-leadership teams and the Ministry Lead.
• Recruit, train, oversee, and develop administrative people who serve.
• Update and maintain MyWBC database information (build groups, attendance tracking, running reports).
• Process ministry receipts as necessary
• Assist with managing incoming requests of people wanting to get connected to the various ministries as participants or serving.
• Manage Communications Request Process for print, social media, and web design, making website updates as needed.
• Schedule appointments, set up meetings, process expenses, handle printing, and mailing assignments, reserve facility needs using eSpace, etc.
• Maintain filing and organization of assigned storage spaces.
• Order books and other materials.
• Plan, coordinate and/or administrate special events/projects.
• Make travel arrangements for team travel to conferences/seminars or retreats.
• Coordinate and collaborate with the Administrative Assistants who support Women’s, Men’s, Marriage and Congregational Care Ministries.
• Perform other administrative duties as assigned.

Other Responsibilities

• Serve in churchwide projects or ministry initiatives as needed.
• Maintain a high degree of confidentiality.
• Participate as a member of the staff team and be available to assist in general duties as opportunities arise.

Ministry Responsibilities (Estimated Time Allocation)

• Pastor of Discipleship & Culture -35%
• Seniors – 10%
• Connections Ministry – 10%

Core Qualifications

• Be committed to holiness and developing your personal walk with God to model and lead others in their faith and in making disciples. Character is paramount.
• Be committed to prayer and the Word.
• If married, love your spouse as Christ loved the church. If you have children, disciple your children to know God and love Him.
• Pursue professional, personal, and spiritual development.
• Be committed to recognizing and cultivating the command of disciple making.
• Display enthusiasm and passion for the church.

Requirements

• 2-4 years administrative experience in a fast-paced environment.
• Experience with databases and financial platforms preferred.
• Proficient in the Microsoft Office Suite.
• Alignment with and commitment to assisting the ministries of the church in fulfilling our mission, vision, and values.
• Acceptance and agreement with WBC Statement of Doctrine and Faith and WBC Statement of Christian Lifestyle.
• Become an active member and participant in the life of WBC.

Gifting

• Strong interpersonal skills with the ability to deal with a wide range of situations.
• Excellent verbal and written communication skills, and engaging speaking skills.
• Possesses the spiritual gift of administration and the heart of a servant.
• Forward thinking, self-motivated, takes initiative to address future concerns.
• Possesses excellent communication and follow-up skills.
• Recruiting, training, overseeing, and developing administrative people who serve.
• Possesses strong interpersonal and professional relationships with others.
• Excellent planning and organizational skills.
• Is committed to balance in his or her life, maintaining appropriate boundaries in ministry and personal choices.

Wheaton Bible Church offers the following benefits to it's full-time staff:

• Medical and Dental insurance
• PTO, sick time, holidays
• 403B with up to 7% match
• Life Insurance and Long-term disability