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  • 3736 Montrose Road
    Mountain Brook, AL 35213

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Executive Assistant

Saint Luke's Episcopal Church • Mountain Brook, AL

Posted 2 months ago

Job Snapshot

Travel - Negligible
Experience - 1 years
$36,000 - $45,000/Year
Not for Profit - Charitable
Admin - Clerical

Job Description


Job Title: Executive Assistant for Calendar, Facility, & Membership

Reports To: Director of Finance & HR

  Executive Administrator

Hours: Full time 40 hours per week. M-F 8:30-5:00pm

Compensation: Salary compensation based on experience

Benefits: Single Coverage Health and Dental Insurance, Life Insurance, 403(b) Retirement Plan, Continuing Education Allowance, and Vacation provided by the Church.

PRINCIPLE FUNCTION: Executive Assistant shall report primarily to the Director of Finance & HR and the Executive Administrator.

QUALIFICATIONS FOR THE POSITION: This full-time position will be responsible for providing administrative support to our Executive Administrator and Director of Finance/HR with Saint Luke’s Episcopal Church. The tasks range from day-to-day membership, administrative responsibilities and to strategic responsibilities that help ensure Saint Luke’s and its senior leadership continue to operate with organizational excellence.

The ideal candidate will have a strong project management skill set with the ability to work independently, manage a dynamic calendar/schedule, be tech savvy, and effectively handle a variety of activities and confidential matters with discretion.


 Position and Summary:

The following job description is intended to describe the general nature and level of work being performed. It is not intended as an exhaustive list of all responsibilities, duties or skills required. Job duties may be changed at the discretion of the Executive Administrator or the Director of Finance/HR.

Essential Duties and Responsibilities:

 Provide administrative and strategic support to the Executive Administrator and Director of Finance/HR in their daily responsibilities and special projects that support the mission, vision and values of Saint Luke’s.

 Field questions from both internal and external customers (staff, members, prospects and the community) via phone, email and in person.

 Maintain Membership/Prospects/Status Database utilizing ShelbyNext System, and Episcopal Church Record Books. This can include Transfers In & Out, Baptisms, Confirmations, Marriages, and Deaths.

 Creates weekly membership reports for Rector and Executive Administrator such as prospect list, membership status, member profile, attendance etc.

 Maintain Facility Use Calendar for scheduling and approving program use of Facility.

 Maintains set up sheets and coordinates to facilitate needs for programs with ministry team and facility & kitchen team.

 Maintains and organizes Resource rooms.

 Orders and Maintains all Office Supplies.

 Coordinates Bulk Mailings.

 Maintains all office equipment such as Copiers, Phones, Computers, Postage Machine, etc. This includes managing service calls and warranties.

 Field questions from internal and external individuals regarding use of all computers and office equipment.

 Responsible for providing allocation reports for Copiers, Postage Machine, etc.

 Works closely with Coordinator of Facility and Executive Administrator in maintaining Vendor list and work order list for facility.

 Supports Rector, Executive Administrator and Director of Finance/HR as liaison for church with Diocese, vendors and individuals.

 Helps coordinate schedules and meetings as needed by Executive Administrator, Director of Finance and Coordinator of Facility.

 Works closely with Facility Coordinator and Executive Administrator to maintain facility maintenance calendar, priority checklist and follow up.

 Works closely with Director of Finance and Executive Administrator as liaison with IT Partner ACCI for computer/server work.

 Works closely with Director of Finance/HR Director maintaining vacation and in/out calendar.

 May serve as minute taker in committee meetings as requested by Director of Finance/HR Director and Executive Administrator.

 Works closely with Program Coordinator, and Communications Coordinator on the coordination calendar, facility use and communications timing for programs.

 Works closely with Executive Administrator and Director of Finance in producing the annual parochial report for the Diocese.

 Create Excel Reports, Power Point presentations as needed by Administration and Finance.

 Serves as Finance backup maintaining all pledge and contribution records, including monthly, quarterly, and annual reporting.

 Assists Staff Accountant in gift and memorial acknowledgements and filing.

 Serves as backup to Finance for counting plate and contributions. This includes scanning checks and preparing the weekly deposit summary.

 Assists Staff Accountant in entering accounts payable, maintaining W-9s, and 1099 preparation.

 Participates in and supports the annual church audit and completes parochial report for the Diocese.

 Assists in maintaining Columbarium and Funeral files, as well as receivables and expenses.

 Fill in for Receptionist as needed.

 Assist with updating Constant Contact program and database.

 Participate as a team member of the church staff, attend staff meetings, staff gatherings, and staff retreats as requested.

Saint Luke’s Episcopal Church is an equal opportunity employer.

Job Requirements


Job Title: Executive Assistant for Calendar, Facility, & Membership

Job Skills and Requirements:

1.  Maintain positive attitude, and strong attention to detail while working in concert with church leadership, fellow staff members and church members.

2.  Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks.

3.  Very strong interpersonal skills and the ability to build relationships with diverse individuals.

4.  Demonstrate proactive approaches to problem solving with decision making capability.

5.  Highly resourceful team player, with the ability to also be extremely effective independently.

6.  Ability to communicate clearly and effectively in any medium. Communication also includes listening skills and the ability to follow direction and provide feedback.

7.  Proficient in Microsoft Office products, Google Docs, Mac Book, Adobe Acrobat, Social Media platforms. Prior experience with Shelby Systems a plus.

8.  Prompt attendance to work and prompt effective performance of all assigned tasks in a timely manner.

9.  Emotional maturity/intelligence to perform daily task.

10.  Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of service and response.

Qualifications: Bachelors Degree or equivalent; prior training as an executive assistant. 

Saint Luke’s Episcopal Church is an equal opportunity employer.

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