VIZION CHURCH: Administrative Assistant

Direct Report: West Blvd Campus Pastor

Purpose

The Administrative Assistant at Vizion Church plays a vital role in ensuring smooth, efficient daily operations across both campuses. This position manages the central inbox, phone communications, facilities scheduling, mail, and supplies, while providing a welcoming and hospitable environment for visitors (front desk location). In addition, they will serve as an Assistant to our West Blvd Campus Pastor on Sundays and as needed throughout the week. By maintaining high standards and clear communication, the Administrative Assistant helps create a well-prepared, welcoming, and ministry-focused environment that supports all ministry activity.

Primary Areas of Ownership

• Stewardship of Central Inbox and Frontline Phone Response
  • Steward the central inbox daily, responding to inquiries with clarity, grace, and timeliness.
  • Serve as a warm, hospitable first point of contact for callers and direct inquiries to the appropriate team member.
  • Maintain clear documentation and prioritize urgent or sensitive requests, ensuring prompt follow up and care.
• Facilities Calendar Management
  • Maintain and update the facilities calendar to ensure accurate scheduling of rooms, events, and resources at both campuses.
  • Review and approve facilities requests, coordinating with ministry leaders and staff to prevent conflicts and ensure readiness.
  • Manage internal workflows, communicate schedule changes, setup needs, and event details to the facilities team to support smooth, well-organized operations.
• Office Visitors and Front Desk Hospitality
  • Welcome and assist all office visitors with warmth and professionalism, ensuring a hospitable first impression.
  • Check in guests, notify appropriate staff members, and guide visitors to the correct locations as needed.
  • Maintain a clean, organized, and inviting reception area that reflects Vizion’s standard of excellence.
• Inbound and Outbound Mail Processing
  • Collect, sort, and distribute all incoming mail and packages, including weekly checks of the PO box, to ensure timely delivery to staff.
  • Prepare and send outgoing mail and packages, including weekly bank deposit, maintaining accuracy and proper documentation.
  • Monitor mail flow and coordinate shipping with external parties keeping staff apprised of important or time-sensitive correspondence.
• Office, Ministry and Facilities Supply Management
  • Create an inventory system and monitor inventory levels, proactively ordering supplies for the office, Sunday ministries, and janitorial needs to ensure consistent readiness at both campuses.
  • Partner with staff and ministry leaders to identify upcoming supply needs and maintain cost-effective purchasing practices.
  • Work with the facilities team to organize and restock supply areas regularly, ensuring items are accessible, labeled, and available.
• Administrative & Pastoral Support
  • Manage calendar, meetings, and appointments.
  • Help with emails, communication, and follow-ups.
  • Keep weekly tasks and priorities organized.
  • Assist with volunteer communication, onboarding, and scheduling.
• Ministry Operations & Events
  • Help plan and organize West Campus and Young Adult events.
  • Order and assist in maintaining campus and ministry needs.
  • Coordinate with ministry teams and departments.
  • Keep track of projects, deadlines, ministry goals and event details.

What Success Looks Like

• Fast and effective responses to incoming emails
• High trust with staff and ministries
• Proactive planning instead of reactive scrambles
• No conflicts for facility reservations
• Fast, effective response to issues
• Visitors are welcomed and attended to properly
• Inventory is managed so that necessary supplies are always on hand
• Staying within budget while maintaining high standards
• Clear weekly communication with Direct Report
• West Campus and Young Adult services / events run smoothly.
• Needs are anticipated, problems solved, and tasks completed without constant direction.
• Systems and processes are improved to support the growth of both ministries.
• Ministry leaders are supported, informed, and held accountable to deadlines.

Qualifications

• Commitment to good interpersonal relationships, teamwork and support of the ministry.
• Attention to detail and precision.
• Approach each day with enthusiasm.
• Uphold Biblical priorities in life: committed to Christ, spouse, and family.

Work Week

Sunday: 7AM - 1PM (West Blvd Campus w/ Campus Pastor)
Monday: 1PM - 5PM
Tuesday: 9AM - 5PM
Wednesday: 9AM - 5PM
Thursday: 9AM - 5PM
Friday: OFF
Saturday: OFF

Leadership Structure

This position will work under the direction of the West Campus Pastor. All areas of ownership will be discussed in a monthly 1:1 with the West Campus Pastor. This position is expected to bring ideas, solutions, and initiative while maintaining unity, honoring leadership, and working toward the overall vision.