Administrative Assistant (Ministry Partner)

Position Title: Administrative Assistant

Functional Ministry Area(s): Ministry Support Services

Church: Hillside Community Church

Location: Rancho Campus

Reports to: Director of Operations

FLSA Classification: N/A, Ministry Partner

Supervises: No

Compensation: N/A, Volunteer

Work Schedule: 10-20 hours a week

Created/Updated: May 2026

OVERVIEW

The Administrative Assistant is a Ministry Partner, an unpaid volunteer that provides essential front-line and operational support to the church staff and congregation. This role ensures the church office runs smoothly by managing communications, welcoming visitors, supporting staff gatherings, and handling basic administrative and financial processes with care and professionalism.

This individual serves as a key point of connection, reflecting the church’s values through warmth, organization, and responsiveness.

CORE STAFF VALUES

• Christ-Centered - (Matthew 22:37) Love for God, Scripture, and the Church

• Care - (Romans 12:15-16) Caring Person, slowing down to practice empathy

• Collaboration - (Ephesians 4:2-3) Team player, willing to engage in accountable relationships

• Communication - (Ephesians 4:15) Strong verbal and written communication skills

• Celebration - (Romans 12:10) Able to honor, enjoy and cheer for the team

RESPONSIBILITIES

Front Desk & Communication

1. Serve as the primary point of contact for phone calls, emails, and in-person inquiries

1. Greet and assist visitors, creating a welcoming and hospitable environment

1. Manage general church email inbox and route messages appropriately

1. Receive and distribute mail and deliveries

Administrative Support

1. Provide day-to-day administrative support to pastoral and ministry staff

1. Maintain organized digital and physical filing systems

1. Assist with calendar coordination and basic scheduling needs

1. Prepare documents, forms, and communications as requested

Staff & Meeting Support

1. Coordinate logistics for staff meetings (agenda preparation, meal ordering, room setup, note-taking as needed)

1. Assist with internal communication to staff and volunteers

1. Help track follow-ups and action items from meetings

Financial & Office Support

1. Process invoices and ensure proper documentation and approvals

1. Assist with basic data entry related to expenses and vendor records

1. Support ordering and maintaining office supplies