Ministry System Executive Assistant

Liquid Church; Parsippany-Troy Hills (NJ); On-site; USD 50,000 - 70,000; Full time

Job summary

A community-focused church organization in New Jersey seeks an Executive Assistant to support the Executive Pastor of Ministries. The role involves managing priorities, facilitating communication, and organizing multiple initiatives across ministries. Candidates should possess exceptional organizational skills, project management experience, and strong interpersonal abilities. This full-time position requires a commitment to the church's mission and may require weekend participation for events like Easter and Christmas.

Qualifications

• Exceptional organizational and project management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and communication skills across all leadership levels.

Responsibilities

• Manage Executive Pastor's calendar with discernment.
• Support internal communications and staff alignment.
• Lead logistics and communication for the Leadership Pipeline.

Skills

Organizational skills

Project management

Interpersonal skills

Emotional intelligence

Problem-solving skills

Job description

Big Win: A highly trusted servant leader who serves as Executive Assistant to the Executive Pastor, strengthening leadership effectiveness, ministry alignment, and operational excellence across all ministry systems. This individual translates vision into action by managing priorities, facilitating communication, and coordinating cross‑functional initiatives. The Executive Assistant anticipates needs, removes obstacles, and creates space for the Executive Pastor of Ministries to focus on high‑level leadership and strategic direction.

This role operates with a high level of trust & discretion, and represents the Executive Pastor of Ministries in meetings, communications, and cross‑functional initiatives when appropriate.

The Executive Assistant serves under the Executive Pastor of Ministries. A full‑time position, the schedule is generally Monday‑Friday for a total of 40 hours per week. There will be some events and special days that will require Saturday or Sunday presence including Easter Weekend, Christmas, Legacy Dinner, & Camp Rock.

Key Responsibilities

Strategic Planning & Priority Management

• Steward the Executive Pastor of Ministries’ time and attention by independently managing and prioritizing the calendar with discernment, aligning weekly priorities to ministry‑wide goals (e.g., Revival Initiative, Year of the Bible, Leadership Pipeline, Staff Meetings).
• Serve as a trusted gatekeeper by evaluating, prioritizing, and making determinations on incoming requests and competing priorities, protecting space for strategic leadership.
• Anticipate upcoming needs—proactively prepare agendas, gather supplies, and manage project timelines—especially for recurring meetings, big projects or key planning moments (e.g., systems reviews, updates, or special projects).

Internal Communications & Staff Alignment

• Support the preparation of communication – ranging from presentations for team meetings and ministry events to other internal documents.
• Cascade communication with clarity and care across departments, ensuring ministry leaders are aligned and resourced to move forward in unity. Maintain organization of asynchronous agendas, shared documents, and project materials to ensure clarity, alignment, and accessibility across ministry teams.
• Evaluate communication effectiveness and recommend improvements to enhance organizational alignment and execution.
• Track follow‑through on decisions made in team meetings, surfacing bottlenecks and proactively supporting action where needed to keep momentum strong.

Meeting Leadership

• Own the rhythm and flow of recurring XP‑led meetings (e.g., Ministry Systems, Staff Meetings, Central Teams Meetings, Strategic Planning Touchpoints)—from agenda‑building and pre‑reads to note‑taking and follow‑up documentation.
• Facilitate tactical meetings or working sessions when senior‑level strategic leadership isn’t required, ensuring decisions are made and owners are clear.
• Maintain and optimize accountability systems, including shared documents, dashboards, and post‑meeting Google Docs.

Project & Initiative Management

• Track and report on progress for major initiatives led by the XP of Ministries (e.g., Year of the Bible, Leadership Pipeline, Staff Summer Retreat, Preaching Calendar), ensuring alignment across campuses and departments.
• Independently identify roadblocks early, elevate key concerns with wisdom, and recommend cross‑functional solutions that uphold both mission and momentum.
• Take the lead on special projects and audits—such as staff communication workflows or ministry event evaluations—providing insight that leads to stronger systems and team health.
• Ensure visibility and transparency by regularly updating stakeholders with progress reports, timelines, and measurable outcomes.

Leadership Pipeline Coordination

• Manage end‑to‑end logistics and communication for the Leadership Pipeline, including cohort communications, mentor pairings and tracking participation in key experiences such as stretch projects & classes (EHS & EHR).
• Oversee the seasonal rhythm of the Pipeline, including surveys, leadership stretch projects, and checkpoint moments designed to reinforce growth and ministry ownership.
• Lead the planning and execution of key Leadership Pipeline gatherings:
  • Kickoff Dinner — Set the tone with excellence and vision, coordinate hosting elements, theme, and cohort materials.
  • Mid‑Year Check‑ins — Schedule 1:1s or debriefs, prepare discussion tools for mentors and XP, and gather mid‑point feedback.
  • Graduation Celebration — Organize logistics, recognition elements (certificates, gifts), stories of transformation, and mentor engagement.
• Partner with the XP of Ministries to maintain clear documentation, track each candidate’s journey, and ensure thoughtful handoff into their next level of leadership or ministry placement.
• Create systems to evaluate the Pipeline’s effectiveness—collecting feedback, monitoring engagement, and identifying future leaders.
• Maintain strong relationships with mentors and campus pastors, ensuring alignment around candidate support, feedback loops, and post‑pipeline leadership opportunities.
• Partner with Digital Products to continue to optimize the system & processes of the LP when it comes to the application and onboarding process of candidates.

Culture, Care & Staff Health

• Help cultivate a healthy, values‑driven staff culture by identifying morale, surfacing blind spots, and providing feedback loops to leadership.
• Organize team rhythms that reinforce celebration, shared wins, and core values—such as staff retreats, milestone recognitions, and all‑staff communications.
• Support HR processes for onboarding and off‑boarding key staff in ministry departments, ensuring a strong culture fit and a relationally rich transition experience.

Qualifications

• Administratively gifted (King) and relationally gifted (Priest)
• Exceptional organizational and project management skills
• Proven ability to manage multiple priorities in a fast‑paced environment
• Strong interpersonal and communication skills across all leadership levels
• High emotional intelligence and discretion with demonstrated ability to exercise discretion and sound judgment in confidential and sensitive situations
• Strong problem‑solving and anticipatory thinking skills
• High level of integrity and personal character
• Team‑oriented with a collaborative leadership style
• Passion for the mission and vision of Liquid Church