Administrative Assistant

Administrative Assistant Job Description

Job Title: Administrative Assistant

Team: Administration

Classification: Part-Time, Non-Exempt

Hours: Approximately 20 hours per week

Compensation: $17-$20/hour

Reports To: Executive Director

Direct Reports: None

Effective Date: September 2026

Position Summary

The Administrative Assistant provides reliable administrative support to the Executive Director and helps ensure that the behind-the-scenes functions of Ezekiel Ministries are handled accurately, consistently, and with excellence.

This role primarily supports four areas of the organization: executive and administrative support, human resources administration, financial and bookkeeping support, and office management. The Administrative Assistant helps manage details, maintain accurate records, coordinate routine processes, and care for the practical needs of the office so that the Executive Director and ministry staff can remain focused on advancing Ezekiel Ministries' mission to mobilize and equip the local Church for Christ-centered mentoring so children experience Jesus and unlock their potential.

The person in this role thrives in organization, accuracy, and follow-through. They are trustworthy with confidential information, comfortable working with numbers and administrative systems, and enjoy helping others by making sure important details are taken care of.

Position Qualifications

• Spiritual & Cultural Alignment: A committed disciple of Jesus Christ, active in a local church, able to fully affirm Ezekiel Ministries' Statement of Faith, and excited about the mission and culture of Ezekiel Ministries.
• Experience or Ability to Learn: Previous experience in administration, bookkeeping, payroll, human resources, or office support is helpful but not required. A demonstrated ability to learn new systems, follow processes, and take ownership of responsibilities is equally valued.
• Organization & Attention to Detail: Naturally organized and attentive to details, with the ability to keep records accurate, manage recurring tasks, and meet deadlines.
• Comfort with Numbers & Technology: Comfortable working with basic financial information, spreadsheets, and online systems. Experience with QuickBooks, payroll systems, or Google Workspace is a plus, but training can be provided.
• Trustworthiness & Confidentiality: Demonstrates maturity, good judgment, and discretion when handling sensitive employee, financial, donor, and organizational information.
• Initiative & Follow-Through: Willing to ask questions, learn how things work, solve problems, and carry responsibilities through to completion without needing constant direction.
• Communication & Teamwork: Communicates clearly and professionally and enjoys supporting others as part of a collaborative, Christ-centered team.

Position Responsibilities

Executive & Administrative Support

• Provide administrative support to the Executive Director, including scheduling, document preparation, correspondence, meeting preparation, and follow-up.
• Help organize priorities, deadlines, documents, calendars, and recurring administrative responsibilities.
• Prepare forms, reports, spreadsheets, letters, meeting materials, and other organizational documents.
• Help track follow-up items and ensure important administrative tasks do not fall through the cracks.
• Maintain organized digital and physical files and assist with special projects as assigned.

Human Resources & Employee Administration

• Coordinate the administrative components of employee onboarding and offboarding.
• Prepare new-hire paperwork, personnel files, system access, required forms, and onboarding materials.
• Help ensure new employees have the information, equipment, accounts, and resources needed to begin successfully.
• Maintain accurate and confidential employee records, forms, policies, and acknowledgments.
• Assist with payroll administration and payroll-related recordkeeping according to established procedures.
• Help administer employee benefits, PTO records, required documentation, and routine employee changes.
• Support the Executive Director with HR-related administrative needs while escalating complex HR or employment matters appropriately.

Bookkeeping & Financial Support

• Perform routine bookkeeping and maintain accurate financial records in QuickBooks.
• Assist with recording, categorizing, and documenting organizational income and expenses.
• Process bills, reimbursements, deposits, and other routine financial transactions.
• Reconcile bank accounts, credit cards, online giving platforms, and other financial accounts.
• Assist with coding expenses and deposits by appropriate accounts, classes, programs, or funding sources.
• Maintain organized receipts, invoices, statements, deposit records, and supporting financial documentation.
• Help identify missing receipts or information needed to maintain accurate financial records.
• Support the Executive Director, Treasurer, and financial professionals with documentation needed for financial review, annual reporting, audits, and tax preparation.
• Help ensure established financial procedures and internal controls are consistently followed.

Office Management

• Maintain office supplies and routinely purchase and restock needed items within established budgets.
• Monitor general office needs and help ensure the workspace remains organized, functional, and welcoming.
• Maintain an inventory of commonly used supplies and anticipate needs before they become urgent.
• Coordinate routine needs related to office equipment, printing, postage, shipping, and administrative services.
• Serve as a point person for routine vendor needs and office-related purchases.
• Help coordinate facility or maintenance requests with appropriate staff, vendors, or property contacts.
• Assist with ordering food, supplies, and materials for staff meetings and organizational activities.
• Help coordinate logistics for staff meetings, organizational gatherings, and other internal events.
• Support staff with routine office and administrative needs.

Core Competencies

• Christ-Centered Service: Models humility, integrity, and compassion through faithful work and dedication to Ezekiel Ministries' mission.
• Trustworthy & Discreet: Handles confidential employee, financial, donor, and organizational information with wisdom and integrity.
• Detail-Oriented: Cares about accuracy and notices when information, records, or processes do not line up.
• Reliable: Completes recurring responsibilities consistently and meets deadlines without requiring continual reminders.
• Organized: Creates order, maintains good records, and helps others stay ahead of administrative responsibilities.
• Service-Minded: Enjoys helping others succeed and sees administrative excellence as an important contribution to the ministry.
• Teachable & Resourceful: Willing to learn new systems, improve processes, solve problems, and seek clarification when needed.
• Follow-Through: Takes ownership of assigned responsibilities and ensures tasks are completed rather than simply started.

Work Schedule

This is a part-time, non-exempt position averaging approximately 20 hours per week. The regular work schedule will be established in coordination with the Executive Director based on organizational needs.

Some flexibility in scheduling may be available; however, consistent weekly availability is important because of payroll, financial, onboarding, office, and administrative deadlines.