Executive Assistant

Job Description

Job Description

MinistryHub is honored to partner with Eastern Hills Bible Church in their search for an Executive Assistant. Please direct all applications through MinistryHub and any inquiries to hello@ministryhub.org.

Status: Exempt, Salaried

Hours: 35 hours/week (MondayThursday, 9:00 AM4:00 PM, plus Sunday mornings and occasional evenings)

Compensation: $60,500$70,000/year plus benefits & 3 Weeks PTO

Reports to: Executive Director of Operations (XDO)

Location: On-site at Eastern Hills Bible Church, Manlius, NY

Requirement: Must be willing to regularly attend and be actively engaged in the life of EHBC

Job Summary

The Executive Assistant ensures smooth, strategic, and hospitable operations at Eastern Hills by supporting executive leadership, coordinating ministry-wide communication, managing front office logistics, and driving administrative excellence across the organization.

What Success Looks Like

Their impact will be felt across the entire organization. Success in this role means more than just task completionits about contributing to a culture of clarity, trust, and execution. Heres what thriving looks like:

Key Outcomes:

• The Lead Pastor and Executive Director of Operations are supported with clarity and discretion, enabling them to focus on vision, teaching, and strategic leadership
• Internal communication flows smoothly, with church calendar monitored and regularly updated, meetings scheduled proactively, follow-ups captured accurately, and action steps completed on time
• Volunteers and staff feel resourced and supported
• Projects and event logistics run with excellence, and the right details are anticipated before they become problems
• Office environments are orderly and stocked, without being micromanaged
• Front desk coverage is consistent and welcoming, thanks to dependable volunteer scheduling and support
• Documents, calendars, and workflows are current and accessible, reducing confusion and increasing confidence
• The church experiences the presence of a servant-leader who is joyful, organized, trusted, and reliable

About Eastern Hills

Our Mission

Helping people become fully engaged in Christ, at church, and on mission. (Matthew 28:1920)

Our Vision

Gospel transformation across every region in our state, every state in the Northeast, and every habitable continent across the world. (Acts 1:8)

Churchwide Values Who We Are Together

• Centered and Sent Centered in the Gospel and sent out for Christ (John 20:21)
• On Earth As It Is In Heaven We want what He wants (Matthew 6:913)
• One Another, One Another To love one another, were for one another (John 13:35)
• Make It Easy Lets not complicate turning to God (Acts 15:19)
• Generosity That Stretches We invest our lives, not just our finances (Mark 12:33)
• Celebrate Often If heaven is celebrating life change, why shouldnt we? (Luke 15:7)

Staff Values How We Work as a Team

• Love Jesus More Our identity is rooted in our relationship with Him
• Be Well, Lead Well Healthy leaders create healthy teams
• Stay Humble, Hungry, and Smart Teachable, driven, and relationally aware
• Laugh Often, Trust Deeply A culture of joy and grace that assumes the best
• Own the Mission We take initiative and serve beyond our roles
• Bring Your Best We pursue excellence, welcome feedback, and sweat the details

Team Talk Quick Cues That Shape Our Culture

These arent just catchy phraseswe use them in real conversations to reinforce the kind of staff culture were building. They serve as shorthand for how we think, work, and support each other day to day:

• Lead the Way We go first, modeling what we ask of others.
• No Hot Potatoes We dont toss problemsif it lands in your lap, own it or help carry it.
• Use Your Signal Communicate early and often to prevent confusion and misalignment.
• Sweat the Small Stuff Details matter because people matter; small things make a big difference.
• Complaints Go Up We address concerns directly and with the right people, not sideways or down.
• Like Super Glue Were flexible and fast-moving, but we stick together.
• EQ Over IQ Relational intelligence matters more than how much you know.
• Presence Fuels Partnership Being fully present (physically and emotionally) deepens trust and impact.

Key Responsibilities

1. Executive Administrative Support

• Provide direct support to the Executive Director of Operations and Lead Pastor
• Manage calendars, meetings, travel, and task tracking for the executive team
• Prepare internal reports, documents, agendas, board packets, and presentation materials
• Format internal communications, send scheduling reminders, and manage document workflows
• Handle sensitive and confidential information with professionalism and discretion

2. Cross-Team Communication & Coordination

• Serve as a hub for staff-wide communication, scheduling, and internal coordination
• Act as a communication bridge across departments to ensure alignment
• Manage the churchwide calendar and key planning timelines
• Ensure clarity and follow-through across ministries on initiatives and events
• Maintain internal forms, policy documents, and planning templates
• Track milestone progress on cross-departmental initiatives and projects
• Assist with coordinating logistics for church wide events,

3. Administrative Systems & Office Management

• Assist with internal forms, workflows, and documentation across departments
• Maintain organized records, digital and physical filing systems, and standard operating procedures
• Partner with the XDO to support HR processes, onboarding/offboarding, facilities, and operational systems
• Print, copy, and prepare materials for meetings and ministry needs
• Order and restock office supplies and consumables
• Receive and route invoices and mail to appropriate staff

4. Team Meeting & Staff Support

• Schedule and support recurring meetings: staff meetings, elder meetings, trainings, and 1-on-1s
• Utilize AI tools to take meeting notes and send follow-up communications with tasks to ensure execution
• Assist with onboarding and transitions for new hires and volunteers
• Support staff-wide communication needs and internal collaboration
• Foster a culture of care, clarity, and responsiveness across the team

5. Volunteer Reception Oversight

• Oversee the scheduling, training, and communication of volunteer receptionists
• Ensure adequate weekday coverage for the front desk, including phone calls, visitor check-ins, and package deliveries
• Create and maintain simple task lists and instructions to support volunteer success
• Monitor supply levels and assign restocking tasks to reception volunteers as needed
• Serve as the primary point of contact for any issues, coverage gaps, or feedback related to front office operations

Qualifications

What you must bring to thrive in this role:

• A growing, mature follower of Jesus Christ who is fully aligned with the mission, vision, and values of Eastern Hills
• Proven ability to manage sensitive information with discretion, integrity, and emotional intelligence
• Exceptionally organized and detail-oriented, with strong time management and task execution skills
• Clear, confident communicatorboth written and verbalwith a service-oriented mindset
• Self-starter who takes initiative, solves problems, and follows through without requiring micromanagement
• Technologically competent with tools like Google Workspace, email platforms, shared calendars, and printers
• Willing and eager to learn platforms for internal communication and operations, including Asana, Planning Center Online (PCO), Subsplash, and Canva
• Bachelors degree preferred

Preferred Characteristics

What makes someone a great fit for this position:

• Comfortable providing accountability to others with clarity and grace
• Decisive and confidentable to set boundaries and communicate expectations clearly
• Highly organized, motivated by excellence, and detail-focused
• Not afraid to speak up, offer feedback, or challenge assumptions in love
• Balances a strong, get-it-done personality with emotional intelligence and collaboration
• Embodies professionalismsomeone others trust and enjoy working alongside

Staff Expectations

As a member of the EHBC staff team, the Executive Administrator is expected to:

• Live as an active member of EHBC, modeling prayer, study, generosity, evangelism, hospitality, group life, and service
• Maintain emotional and physical health through Sabbath rhythms, healthy habits, and accountability
• Champion EHBCs mission, vision, values, and Staff Big 10 with joy, unity, and integrity
• Be present for a minimum of 46 Sundays per year
• Be onsite Sundays and MondayThursday, with no more than two evenings or Saturdays per month
• Attend all assigned staff and ministry meetings

Alignment & Agreement

• Affirm and uphold the EHBC Statement of Faith, demonstrating personal alignment with our core theological convictions
• Abide by the EHBC Staff Manual, which outlines expectations related to conduct, confidentiality, leadership, relationships, social media, and professional boundaries
• Model a lifestyle that reflects biblical integrity, personal holiness, and spiritual maturity, both on and off the clock

Compensation & Benefits

This position is classified as exempt under New York State labor law. To comply with 2025 state requirements, exempt administrative employees must earn a minimum of $1,161.65 per week (or $60,406/year). This position meets and exceeds that threshold.

Salary Range

• $60,500$70,000/year, based on experience and qualifications
• Paid bi-weekly

Benefits Offered

• Health Insurance: 80% of the employee and spouses medical premium covered
• Cell Phone Stipend: $75/month
• Paid Time Off: 3 weeks (15 business days) annually
• Observed Holidays: 8 paid holidays (per EHBC holiday calendar)
• Retirement Plan: Not currently offered
• Expense Account: Eligible for $500 in ministry-related reimbursements per staff policy