Executive Assistant

Executive Assistant

Position & Logistics

Position:Executive Assistant (Part-Time)

Start Date: August 1 2026

Hours:0.5 FTE (Up to 20 hours/week); hourly non-exempt

Reports to:Lead Pastor (with dotted line to Executive Pastor)

Supervises:N/A

Compensation & Benefits:Starting at $TBD/hr (commensurate with experience) paid bi-weekly; pro-rated sick and vacation leave per Employee Handbook; no medical or dental benefits

Work Format:-office two days/week (set with Lead Pastor); Sundays as needed; remaining hours flexible

Works closely with:Executive Pastor General Administrator Pastoral Team Ministry Leaders

Location:Pasadena CA

Role Summary

The Executive Assistant exists to release the Lead Pastor (and as needed the Executive Pastor) into the pastoral and strategic work the church needs from them. Through excellent administrative support (calendaring communications travel logistics project follow-through and pastoral coordination) this role removes friction protects margin and helps Epicentres mission move forward with order and joy.

Within 20 hours a week and rooted in Epicentre Churchs Identity Mission and Vision and shaped by our Ministry Philosophy (Relational and Equipping Values) the Executive Assistant stewards time communication and details with excellence and discretion.

Compelling Clarity: Vision for the Role

Anchored in Epicentres Equipping Values (Compelling Clarity Anointed Fit Patient Apprenticing Life-giving Coaching and Honoring Transition) the Executive Assistant exists to multiply the Lead Pastors pastoral and strategic capacity by stewarding time communication and details with excellence and discretion. We are winning when the Lead Pastor consistently has the time information and margin to do the work only he can do; when his calendar reflects Epicentres priorities; and when staff and church members say Working with that office is a gift.

Desired Outcomes (Core Responsibilities)

Calendar & Scheduling Stewardship

• Own the Lead Pastors calendar in Google Calendar/iCal: schedule reschedule and protect blocks for sermon prep prayer family and rest.
• Receive screen and prioritize all internal and external meeting requests; route or decline as appropriate.
• Coordinate recurring meetings (1:1s SET all-staff board lifegroup mentoring) and prepare agendas.
• Coordinate speaking engagements board meetings and outside ministry appointments end-to-end.
  
• Assist with balance and prioritization of Epicentre Pasadena CCC Regional Antioch Movement leadership commitments.

Communications & Correspondence

• Serve as a primary point of contact for the Lead Pastor: email phone and visitor screening.
• Draft review and send correspondence on behalf of the Lead Pastor in his voice with discretion and accuracy.
• Track outstanding asks; close loops; flag time-sensitive and priority matters.
• Maintain confidentiality on pastoral personnel financial and family matters at all times.

Travel Logistics & Events

• Arrange domestic and international travel including housing transportation registrations and itineraries.
• Provide logistical support for retreats conferences board meetings and outside speaking engagements.
• Attend and support key Epicentre events as needed (Annual Membership Meeting Easter Advent fundraisers).
• Coordinating successful logistics for annual Board of Advisor meetings.

Administrative & Financial Support

• Handle administrative paperwork for the Lead Pastor: expense reports reimbursements time-off requests mileage.
• Submit and reconcile monthly expense reports.
• Maintain orderly digital files in Google Drive (sermon archives board materials pastoral correspondence).
• Support light QuickBooks Online tasks where applicable (e.g. submitting receipts vendor coordination); financial decisions remain with Finance leadership.

Sermon Teaching & Strategic Support

• Assist in preparing documents handouts and slide drafts for training events and presentations as needed.
• Support the Lead Pastor and Executive Pastor in tracking strategic initiatives big-rock projects and follow-ups across the staff team.

Pastoral Support & Church Leadership

• Engage as a member of Epicentre: lifegroup participation Sunday serving prayer gatherings and staff meetings.
• Provide light Sunday logistical support to the pastoral team as needed.
• Help carry and champion Epicentres vision.
• Perform any other task necessary to support the mission of Epicentre Church.

Anointed Fit: Ideal Profile

We are seeking someone who demonstrates the 5 Cs:

• Character:Christ-like maturity prayerful humble discreet and trustworthy with confidential information.
• Competency:Highly organized detail-oriented anticipates needs communicates clearly in writing and triages priorities well. Fluent in Google Workspace (Gmail Calendar Docs Sheets Drive) Slack Planning Center Zoom and basic familiarity with Mac Keynote/Slides and Push Pay/QBO at a user level.
• Capacity:Calm under pressure thrives in ambiguity sustains healthy rhythms while carrying multiple time-sensitive workflows.
• Convictions:Alignment with Epicentres Identity Mission and Statement of Faith (see Spiritual & Cultural Expectations below).
• Chemistry:Servant-hearted warm with people easy to partner with and able to represent the Lead Pastors office with hospitality.

Training & Education

• Completion of or commitment to Epicentre/Antioch Discipleship School.
• Bachelors degree preferred.
• Minimum of 3 years of executive or administrative assistant experience (ministry or nonprofit setting a plus).
• Strong written and verbal communication; capable of writing in a senior leaders voice.
• Excellent organization time management and project follow-through.
• Proficient with Google Workspace Slack calendaring systems and digital document workflows.
• Comfortable with Planning Center; willingness to learn PushPay and QuickBooks Online at a user level.
• Discretion with sensitive pastoral personnel and financial information.

Spiritual & Cultural Expectations

• Actively participate in Epicentre Sunday services Lifegroups prayer gatherings and staff meetings.
• Model a posture of prayer servant leadership humility hospitality and teachability.
• Alignment with Epicentres Relational and Equipping Values.
• Live out and invite others to engage in the Five Circles of Church Life.
• Pursue personal growth and health (spiritual emotional physical relational).
• Embrace alignment with the Antioch Movement Word of the Lord and Strategic Vision.

Wins

• The Lead Pastor is freed to focus on the work only he can do.
• Lead Pastor touchpoints (premarital baby dedication member care) are well-coordinated and never dropped.
• Staff congregants and outside partners experience the Lead Pastors office as warm responsive and trustworthy.
• Administrative systems (calendar files expenses) are orderly and current.
• Strategic follow-through across staff initiatives improves because of consistent tracking.

Statement of Faith

All staff must affirm and live in accordance with Epicentres Statement of Faith: Handbook

Staff must adhere to Epicentres Employee Handbook which outlines employment classification benefits conduct and organizational expectations.

Required Experience:

Junior IC