Position: Office Manager and Executive Assistant to the Pastor 

Accountable To: Head of Staff, Chair of Personnel 

Purpose: To serve the church by providing leadership to and supervision of office staff and volunteers involved in the ministry of the church.
 
Primary Duties and Responsibilities: 

A. Office Manager 

Oversee Office Operations: 
•    Schedule and supervise office support staff. 
•    Oversee production schedules and deadlines. 
•    Work with custodial staff and building manager for set-up and special events.
•    Establish office goals and objectives for staff. 
•    Assist office staff in prioritizing of projects and managing program and church member expectations. 
•    Delegate tasks and evaluate progress regularly. 
•    Lead weekly support staff meetings to foster communication, new ideas, and creativity. 
•    Oversee preparation for regular events of the church, i.e., Christmas, Easter, Annual Meeting, etc. 
•    Conduct staff evaluations in conjunction with Personnel for supervised positions following church procedures and assist the Personnel Committee in matters related to office support staff. 
•     Recruit, screen and recommend candidates for assigned support staff positions as needed. 

B. Executive Assistant to the Pastor 

General overview of responsibilities 

Daily
•    Mail 
•    General office support 

Weekly 
Prepare Staff Meeting agenda with input from the staff in the weeks needed & provide copies of meeting agenda & documents for the staff. 

Bi-Monthly 
Bulletin Board

 
Monthly
 Session preparation and follow-up after the monthly meeting (3rd Monday). 

•    Distribute Session materials – electronically and physically 
•    Update Senior Pastor’s materials

Prepare Pastoral Care / On-call calendar with input from pastors. 

Annually 
•    Coordinate new officer training (April/May) 
•    Organize annual Session Retreat with Senior Pastor (Aug/Sept) 
•    Coordinate the Annual Report of the Session with input from the Session Elders, committee chairs, and staff (Oct/Nov) 

As needed 
•    Coordinate with Senior Pastor on weddings, baptisms and funerals 
•    Prepare bulletins and certificates as needed. 
•    Coordinate staff special events (i.e. lunches, retreats) 

For Both Positions: Collaborate with the Head of Staff by performing any other duties as requested. 

This is a part-time, in-person position (20-25 hours per week) based at First Presbyterian Church of Libertyville. Pay is competitive and commensurate with experience. If you are passionate about supporting a vibrant ministry and have experience in office management or administrative support, we invite you to apply! Please submit a resume and cover letter.