| Location | Birmingham, AL |
Job Title: Executive Assistant to the Executive Officer
Employee Status: Full time, in person
Campus: Central/Grandview
Department: Office of the Lead Pastor
Reports to: Executive Officer, Office of the Lead Pastor
Purpose of the Job:
The Executive Assistant provides high-level support to an Executive Officer in the Office of the Lead Pastor, helping move the vision of Church of the Highlands forward across our 26 campuses. Serving as a trusted extension of the Executive Officer, this person leads the daily operating rhythm of the office and keeps meetings, communications, information, and decisions moving so the Executive Officer can remain focused on the work he leads.
This role extends beyond calendar and travel coordination. The Executive Assistant brings initiative, sound judgment, and a heart to serve, taking ownership of priorities and following through until work is complete. The ideal candidate is exceptionally organized, experienced in marketing or growth, and comfortable using AI as a daily partner to draft, summarize, research, and organize. This person anticipates needs, handles confidential matters with care, and brings clarity and consistency to a fast-paced, mission-driven environment.
Experience and Knowledge Required:
• Two or more years in marketing, growth, communications, or a related field; understanding of funnels, campaigns, and growth operations.
• Exceptional organization and experience building systems to manage priorities, information, and a leader's schedule.
• Strong written and verbal communication; ability to prepare concise correspondence, meeting briefs, and research summaries in the Executive Officer's voice.
• Ownership, follow-through, and sound judgment to prioritize independently and escalate what needs the Executive Officer's attention.
• Daily use of AI tools such as Claude or ChatGPT for drafting, summarizing, research, and organization; Microsoft 365 proficiency and quick adoption of new tools.
• Maturity and discretion with confidential matters; calm and adaptable under shifting priorities.
• Alignment with the mission, vision, values, and culture of Church of the Highlands.
Experience and Knowledge Preferred:
• Project management across multiple owners and deadlines.
• Simple workflow automation using Make, Zapier, or Notion; ability to read dashboards, pull reports, and identify data changes.
• Startup, venture, or similar fast-paced experience requiring initiative, flexibility, and varied responsibilities.
Essential Functions and Responsibilities:
• Lead the office's daily operating rhythm, anticipate needs, clarify priorities, and own follow-through.
• Review notes and recordings after each meeting; capture every commitment on an action board with owners, deadlines, and status. Prioritize daily, follow up, close loops the same day when possible, and flag delays early.
• Triage email and texts daily, draft replies in the Executive Officer's voice, handle routine correspondence as authorized, and escalate key messages. Ensure every request receives a response or owner.
• Circulate agendas and prepare one-page briefs for important meetings, including participants, purpose, decisions needed, relevant documents, prior decisions, and open items.
• File documents the day they arrive and maintain an indexed digital library that keeps information accessible during absences and retrievable in under a minute.
• Research requested topics, people, organizations, vendors, and ideas; deliver concise summaries and clear recommendations.
• Manage the Executive Officer's calendar across campuses, teams, and outside partners; protect focused work time and proactively coordinate rooms, links, travel, materials, and reminders.
• Attend meetings on the Executive Officer's behalf as requested and report decisions and action items the same day.
• Represent the office with warmth, clarity, discretion, and sound judgment with staff, campus teams, and ministry partners.
Other Duties and Responsibilities:
• Use Notion for action tracking, documents, and daily briefs; Fireflies for recordings and transcripts; Microsoft 365 (Outlook, Teams, SharePoint) and Slack for communication; Claude for drafting and research; Make for automation; and HubSpot for growth and partner relationships.
• Learn and apply tools to simplify workflows and reduce manual work. Prior experience with every platform is not required; become productive with new tools within a week.
• Foster a positive team culture through collaboration and operational excellence.
• Other duties and special projects as assigned by the Executive Officer.
Attributes:
• Christ-like, servant-hearted, and eager to go above and beyond.
• Positive, proactive, and solutions-oriented — a “can do” approach.
• Loyal, protective, and trustworthy with confidential matters.
• Fun and enjoyable — someone others want to be around.
• Organized, detail-oriented, and structured.
• Flexible and adaptable, able to maintain a flexible schedule when needed.
• Devoted to the call of God and the vision of Church of the Highlands.
Core Values:
• Love God.
• Love People.
• Pursue Excellence: A work ethic that is excellent, protective, and frugal with time and money.
• Choose Joy: The attitude of a servant, enjoyable to be with and devoted to the call of God and the Church.
Extent of Public Contact:
• Daily contact with the Executive Officer, the Office of the Lead Pastor, and Highlands staff and campus teams.
• Regular contact with outside partners, vendors, and organizations on behalf of the Executive Officer.
• Serves as an initial point of contact with other churches and ministries.
• Contact with Highlands Dream Team members and Highlands College students.
Physical Demands:
• Ability to drive a personal or Highlands vehicle.
• Ability to lift and move chairs, tables, and equipment for events and hosting.
Supervisory Responsibilities:
• Authorized to speak and act on behalf of the Executive Officer within delegated responsibilities, including attending meetings and communicating decisions and next steps.