Executive Coordinator

Position Summary:
The Executive Coordinator provides high-level administrative and operational support to the Executive Pastor, Senior Pastor, and Finance & Operations Senior Director. This role ensures the efficient management of calendars, meetings, communication, and documentation, while maintaining the highest level of professionalism, confidentiality, and organizational effectiveness. The Executive Coordinator serves as a key liaison between these leaders and internal/external stakeholders to support the mission and strategic objectives of the organization.

Essential Duties and Responsibilities:

Administrative Support

• Manage and coordinate daily, weekly, and monthly calendars for assigned leaders, including scheduling meetings, reviewing appointments, and anticipating logistical needs.
• Review, prioritize, and respond to incoming communications, including email correspondence.
• Prepare, edit, and distribute meeting notes, agendas, and follow-up documentation.
• Maintain organized electronic and hard-copy filing systems, ensuring accessibility and confidentiality.

Meeting and Event Coordination

• Schedule and prepare materials for recurring meetings such as Senior Leadership Team Meetings, Executive Team Meetings, and 1:1 leader meetings.
• Set up meeting spaces, coordinate technology needs, and ensure appropriate documentation is provided.
• Support planning and logistics for quarterly CORE Team meetings and other ministry-related events.

Project Management and Oversight

• Lead collaboration and coordination of key projects as assigned
  Facilitate deliverables and act as project manager as necessary

Ministry Liaison & Support Responsibilities

• Attend key meetings and conferences as representative of leadership as necessary
• Contribute ideas to overall ministry objectives as requested by leadership
  Provide ministry coordination across various church ministry areas in partnership with other VCC ministries as assigned

Communication and Documentation

• Draft and distribute key communications including weekly all-staff emails, weekend service notes, and leadership correspondence.
• Serve as a communication bridge between executive leaders and staff, ensuring timely and accurate information flow.

Finance and Operations Support

• Assist with invoice processing, budget variance reports, and routine financial documentation in collaboration with the Finance Department.

General Office and Coordination Duties

• Maintain awareness of executive leaders’ priorities and proactively manage tasks and schedules.
• Coordinate travel, accommodations, and itineraries as needed.
• Maintain confidentiality and professional discretion in all interactions.
  Other duties as assigned.

Required Competencies

Communication
Building Trust
Adaptability
Collaboration
Quality Orientation
Customer Focus
Problem Solving
Initiative
Prioritizing

Qualifications:
Associate’s degree required; Bachelor’s degree preferred.
Minimum of 3–5 years of experience in executive or senior-level administrative support.