Position Description

Position Summary

The Executive Assistant to the Senior Pastor, Preaching, Mission & Advancement provides high-level administrative support to the Senior Pastor and key teams, including Surrey location staff and the Advancement team. This role ensures that the Senior Pastor's priorities are executed with excellence, requiring strong organizational skills, flexibility, collaboration, and the ability to manage multiple projects efficiently. 

The ideal candidate thrives in a dynamic environment, is a highly organized, proactive, and adaptable professional who is comfortable responding to needs that may arise outside regular work hours, and supports the Senior Pastor in both strategic leadership and day-to-day operational tasks that span multiple teams and priorities. 

The Senior Pastor, Preaching, Mission & Advancement leads the preaching team, oversees the church’s mission and advancement initiatives, provides strategic leadership, and casts vision for the church. He also leads Village Church’s largest location in Surrey, guiding staff and programs with a focus on both spiritual and operational excellence.

Key Responsibilities

• Support to Senior Pastor, Preaching, Mission & Advancement
• Manage the Senior Pastor’s calendar, including scheduling meetings and appointments, ensuring that it is optimized for strategic impact.
• Coordinate travel arrangements, itineraries, event coordination and related logistics & communications.
• Provide general administrative support and serve as a key link between teams and stakeholders, drafting and managing email correspondence, follow-ups, and updates with accuracy and professionalism.
• Respond with discretion to occasional time-sensitive requests outside regular business hours (e.g., events, donor dinners, crisis coordination).
• Coordinate all Preaching Team meetings, including scheduling, agenda development, and tracking of action items.
• Manage the annual Preaching Team retreat, overseeing logistics, travel, accommodations, and materials to ensure a productive and well-planned experience.
• Maintain and update the annual preaching calendar, ensuring alignment with series planning timelines, holidays, and ministry events.
• Coordinate resources and materials required for sermon series development and execution, including creative briefs, research and stakeholder meetings with sites.

Support to Surrey Team

• Provide administrative and logistical support to the Surrey staff team, ensuring alignment with church-wide processes and priorities.
• Coordinate calendars, meetings, and key site events (e.g., weekly service debrief meetings, monthly team gatherings, pastoral planning days).
• Support effective internal communication between site staff and hub departments.
• Maintain systems that track tasks, priorities, and deliverables to ensure follow-through and accountability across the team.

Support to Advancement Initiatives

• Assist with setting up meetings, preparing materials, and supporting team logistics.
• Coordinate meetings, donor-related events, and advancement initiatives as directed by the Senior Pastor.
• Manage logistics for Advancement-related travel, events, and communication touchpoints.

Requirements

Hours & Work Expectations

• Commitment: 40 hours per week
• Flexibility: Must be able to respond at times to urgent needs outside regular work hours
• Meetings: Regular check-ins with the Senior Pastor and relevant teams as needed
• Responsiveness: Must be able to manage tasks efficiently and adapt to shifting priorities
• Sundays: Regular on-site presence at the Surrey location

Qualifications & Attributes

• Highly organized with strong administrative and time-management skills
• Flexible, adaptable, and able to manage shifting priorities
• Discreet, professional, and able to maintain confidentiality
• Comfortable working independently and collaboratively across multiple teams
• Previous experience working in project management or as an executive assistant would be an asset

Benefits

• Salary: $58,000-$62,000 depending on experience
• Vacation: 3 weeks
• Extended Health Care Benefits
• RRSP Matching