Ministry Operations Assistant

Tech9; Jacksonville (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Tim Tebow Foundation is seeking a Ministry Operations Assistant to provide administrative and operational support for the Ministry department. You will help coordinate meetings, manage communications, organize travel and events, and maintain departmental systems to enable efficient daily operations and mission delivery.

The role requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience in operations, project coordination, or administrative roles.
• Excellent organizational skills with ability to manage multiple priorities.
• Strong written and verbal communication and ability to maintain confidentiality.
• Experience supporting nonprofit or mission-driven organizations preferred.
• Experience coordinating travel, events, and logistics.

Responsibilities

• Coordinate Ministry meetings, including scheduling, logistics, preparation, and follow-up.
• Prepare and distribute weekly Ministry meeting agendas and monthly Ministry presentations for staff meetings.
• Coordinate organization and management of Ministry email inboxes and departmental correspondence.
• Support responses to Ministry inquiries and the drafting of emails and communications.
• Capture, organize, and distribute meeting notes and action items.
• Assist with travel, events, and logistics for Ministry travel, conferences, and offsite meetings.
• Provide logistical support before, during, and after Ministry travel.
• Support Gala & Golf preparation and on-site execution as needed.
• Contribute to additional Ministry projects and initiatives as assigned.

Skills

Exceptional organizational skills

Written and verbal communication

Microsoft Office Suite

Project coordination

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Monday.com

HubSpot

SharePoint

Project management systems

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 CommunicationCoordinate 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 SystemsAssist 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 LogisticsCoordinate 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 SupportProvide 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.E04JI800c7r5409cy7j