Personal Assistant

The Personal Assistant will be responsible for organizing senior management’s work and personal schedule. The level of responsibility and variety of activities is subject to the demands of the office you are attached to in the organization.

Key Result/ Responsibility Areas and Job Description

Correspondence and Communication

Handles incoming and outgoing communications on behalf of the Campus Pastor including emails, phone calls, and messages.
Provide support to the Campus Pastor in preparation of worship materials for weekly services and special events.
Draft and edit correspondence on behalf of the Pastor, maintaining a professional tone.
Ensure timely responses to inquiries and requests.

People Management

Build and maintain positive relationships with staff, members, stakeholders, and external partners.
Serve as a liaison between your manager and various individuals and groups.

Administration Support and Coordination

Coordinate and organize daily office activities and operations and direct the workflow within the Campus Pastor/ Line Manager’s office, as appropriate to minimize the demands on the Campus Pastor.

Domestic and Logistic Coordination

Plan, coordinate, and manage all travel arrangements for the Campus Pastor/ Line Manager, including flights, accommodations, ground transportation, and itineraries.
Research and book travel options that align with the Campus Pastor/ Line Manager's preferences and schedules.
Monitor travel updates, flight changes, and potential disruptions, and provide real-time assistance as needed.
Prepare detailed travel itineraries, including meeting schedules, appointments, speaking engagements, and personal commitments.
Ensure all travel documents, such as visas and passports, are up-to-date and accessible.
Monitor and manage travel-related expenses, including reimbursements, receipts, and budget tracking.
Prepare expense reports and ensure adherence to financial policies.

Administrative Support
Assist in general administrative tasks, including filing, data entry, and maintaining office supplies.
Provide support to the Campus Pastor/ Line Manager’s personal and professional needs, ensuring a well-organized and efficient environment.

General Services
Oversee the office management initiatives that promote an effective working environment.
Perform any other duty that may be assigned from time to time by the Campus Pastor/ Line Manager
Feedback and Improvement
Seek feedback from the Campus Pastor/ Line Manager to continually enhance support and effectiveness.
Identify areas for improvement in processes and system

Competency and Skill Requirement
Academic Qualification and Work Experience Personal Skills
Bachelor’s degree
Additional professional qualifications will be an added advantage.
Minimum of 3 to 4 years and above of experience in administrative support functions.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms. A clear testimony of faith and a vital, personal, and growing relationship with Christian beliefs evidenced by attitude and behavior.
Ability to create new ideas, relationships, or systems including creative contributions.
Must possess very strong interpersonal skills and the ability to build relationships with key stakeholders.
Must have strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
Embrace and adapt to growth, change, innovation and creativity.
Use appropriate judgment in the areas of discretion, sensitivity, and leadership.
Ability to create positive working relationships with a diverse group of people and volunteers including gender, ethnicity, age, sexual orientation, culture, and skill level differences.
Strong work ethic and commitment to excellence.
Maintain cooperative, healthy, and motivating relationships with the leadership team, colleagues, and volunteers.
Excellent customer service, interpersonal, verbal, and written communication skills.
Proficiency in Microsoft Office Suite.

CORE COMPETENCIES REQUIRED:
Hospitality:
Generates a sense of hospitality by his or her very presence; communicates with a sense of warmth, openness and approachability; fosters natural connections between members of the church and with visitors; supports a culture of welcoming and belonging in the life of the church.

Interpersonal Skills:
Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the organization; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.

Attention to Detail:
Consistently attends to the many small pieces, that must be assembled into an organization as a whole; follows up on missing or out-of-balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.

Aesthetic Awareness:
Demonstrates a natural awareness about the effective organization of space for different purposes; possesses a natural orientation towards cleanliness and orderliness of space; appreciates the value and need for sacred space and knows how to physically tend to it.

Initiative:
Enjoys working hard; is action-oriented and energetic about worthwhile activities; not fearful of taking calculated risks; seizes opportunities; sets demanding but achievable objectives for self and others.

Integrity and Trust:
Is seen as trustworthy by others; practices direct, honest, and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.

Shows strong personal depth and spiritual grounding; demonstrates integrity by walking the talk