Administrative Assistant

Date Posted: July 26, 2023
Hours Per Week: 20-40
Hope Fellowship Church
Cambridge, MA, USA
Job Type: Support Position
Other Details

The role of the Church Administrator is to support the HFC pastors and staff team by managing church-wide and various ministry-specific administrative details. The church administrator will be a key asset to the team by anticipating needs at an exceptionally high level. The position includes both being willing to work within existing systems and seeking to improve our overall administrative approach to better serve our church and community.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week-to-week based on staff decisions and the needs of the church. The most important responsibility of the church administrator is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the church’s ongoing ministry both locally and abroad.


Team Player
In addition to working directly with the staff, the church administrator will also work with the elders and deacons. They’ll need to be able to collaborate and communicate well with these team members while maintaining a can-do spirit. Our teams welcome pointed conversation and constructive feedback even as we strive to encourage and uplift one another daily.

Quality Communication
The church administrator must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, written correspondence, text messages and/or emails.

Anticipating Needs
The church administrator will strive to anticipate needs and eliminate friction whenever possible. This means you know how to stay ahead of the pastors and staff as we work together to minister to church members, regular attendees, and visitors at Hope.

Affinity for Technology
The church administrator must be technologically proficient and should not be intimidated by learning new technology. We use the following platforms and other similar tools regularly: Divvy (Expenses), Zoom, Planning Center, Slack, Google Suite, and Squarespace.

High Level of Discretion
Since the church administrator will at times work with confidential information, discretion with sensitive information is a must.


1.) Manage church-wide assimilation processes (first time visitors, regular attenders, new members, class/CG/volunteer signups, etc.)

Sunday Mornings: Assist with Welcome Team/Greeting/Hospitality/First Time Guest Connections
Sunday Follow-up: Process Connect Card Information (First Time Visitors, Event/Group/Volunteer Signups, and Prayer Requests)
Upload Sermon Audio

Weekly Rhythms:
Assist with event/class/group registrations
Assist with connecting members to service opportunities

2.) Support of Pastors
Give input/insights to Pastors on various topics in the life of the church, effective functioning of the office/staff, etc.
Work with Senior Pastor/Associate Pastor in preparing for Elders Meetings, Members Meetings, and Membership Classes
Work with Senior Pastor to plan and prepare for weekly staff meeting
Take Staff Meeting Notes and delegate follow-up tasks

3.) Manage in-house/external church-wide communications
Manage/update church calendar and website
Prepare weekly worship guides
Prepare/send weekly newsletter
Prepare weekly announcement slides
Manage HFC social media channels

4.) Miscellaneous Tasks
Order Sunday hospitality items and communion materials (as needed)
Assist with planning/coordination for church-wide and outreach events
Assist with church/ministry partnerships to host local and regional events
Assist with planning travel for annual trips/conferences (SBC/TGC/etc.)
Manage schedule for visiting missions teams, van use, etc.

5.) Office Tasks
Check and respond to church e-mails and voicemail
Process ingoing and outgoing church mail
Track receipts/expenses
Maintain office equipment and supplies

How To Apply

Send resume to Curtis Cook at [email protected].