Ministry Operations Assistant

Tim Tebow Foundation; Jacksonville (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Tim Tebow Foundation is seeking a Ministry Operations Assistant to provide administrative and operational support to the Ministry department. You will coordinate meetings, manage communications, organize travel and events, maintain departmental systems, and help ensure daily operations run smoothly and with excellence.

Working under the Ministry Operations Lead, you will help steward resources, support partner communications, and contribute to the planning and execution of ministry initiatives

Qualifications

• Experience in operations, project coordination, administrative or related roles.
• Experience supporting meetings, calendars, travel, events, logistics, or project coordination.
• Exceptional organizational skills with high accuracy and ability to manage multiple priorities.

Responsibilities

• Coordinate Ministry meetings, including scheduling, logistics, preparation, and follow-up.
• Support payment processing and monthly credit card reporting; maintain departmental records.
• Maintain organized records of partnership research, Ministry documentation, and filing systems.
• Coordinate travel logistics for Ministry travel, events, and offsite meetings.
• Prepare Ministry presentations for conferences and meetings; assist with communications.

Skills

Operations experience

Project coordination

Administrative support

Meeting scheduling

Travel logistics

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

SharePoint

HubSpot

Monday.com

Job description

Purpose: The Ministry Operations Assistant provides administrative and operational support to the Ministry department by coordinating meetings, managing communication, organizing travel and events, maintaining departmental systems, and supporting the successful execution of Ministry initiatives. This role provides key coordination and support, helping ensure daily operations are organized, efficient, and executed with excellence.

Working under the leadership of the Ministry Operations Lead, the Ministry Operations Assistant helps maintain the administrative foundation that enables the Ministry team to serve partners, steward resources well, and advance the mission of the Tim Tebow Foundation. This role requires not only a strong work ethic and attention to detail, but also thoughtfulness, care, discernment, and a genuine heart to serve others.

Responsibilities

Meeting Coordination and Department Communication

• Coordinate Ministry meetings, including scheduling, logistics, preparation, and follow-up.
• Prepare and distribute weekly Ministry meeting agendas and monthly Ministry presentations for organization-wide staff meetings.
• Coordinate the organization and management of Ministry email inboxes and departmental correspondence.
• Support responses to Ministry inquiries received through Foundation communication channels.
• Support the drafting of Ministry emails and communications.
• Capture, organize, and distribute meeting notes and action items.
• Support the coordination of meetings and communications with other internal teams as needed.

Administrative Operations and Systems

• Assist with payment processing and monthly credit card reporting.
• Track departmental tasks, deadlines, and follow-up items.
• Maintain organized records of partnership research, Ministry documentation, and departmental files.
• Maintain organized digital filing systems and ensure Ministry resources, templates, and documents remain current and easily accessible.
• Manage Ministry inventory, including organization, tracking, storage, replenishment, and anticipating future needs.
• Assist with Ministry form submissions and ensure information is routed accurately.
• Maintain administrative systems that support the efficient day-to-day operations of the Ministry department.

Travel, Events, and Logistics

• Coordinate ordering, mailing, and returns related to care packages, conferences, Ministry travel, and special events.
• Assist with the coordination of Ministry offsite meetings.
• Assist with the coordination of travel logistics for Night to Shine Travel, partner site visits, conferences, and other Ministry travel.
• Provide logistical support before, during, and after Ministry travel.
• Work alongside the Ministry Operations Lead and Ministry team to support the planning and execution of Ministry events.
• Support event logistics, vendor communication, material preparation, and post-event follow-up.

Department Support

• Provide administrative and operational support to the Ministry Operations Lead and Ministry department.
• Assist with research to support Ministry initiatives, including prospective ministry partnerships, conference opportunities, vendors, and other ministry-related needs.
• Prepare Ministry presentations for conferences and meetings, as needed.
• Coordinate incoming Ministry requests and ensure timely follow-up.
• Support Gala & Golf preparation and on-site execution, as needed.
• Contribute to additional Ministry projects and initiatives as assigned.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• Experience in an operations, project coordination, administrative, or related role.
• Experience supporting meetings, calendars, travel, events, logistics, or project coordination.
• Experience maintaining administrative systems and supporting process improvements.
• Exceptional organizational skills with a high level of accuracy, attention to detail, and the ability to manage multiple priorities while meeting deadlines.
• Strong written and verbal communication skills, along with the ability to exercise sound judgment, maintain confidentiality, and build collaborative working relationships.
• Experience supporting nonprofit, ministry, or mission-driven organizations is preferred.
• Experience coordinating domestic and/or international travel, events, or conferences is preferred.
• Proficiency in Microsoft Office Suite and the ability to quickly learn new technology platforms, databases, and project management systems (such as Monday.com, HubSpot, SharePoint, or similar tools).
• Alignment with the mission and values of the Tim Tebow Foundation and a desire to serve with excellence.