Creative Department Administrative Assistant

The Creative Department Administrative Assistant plays a vital support role within the Creative Department by providing high-level administrative, calendaring, and organizational support to the Chief Experience Officer, Creative Director, Experience Director, and Operations Director. This person ensures seamless coordination of meetings, budgeting processes, and administrative operations—enabling the team to function effectively across all departments. This position also includes direct administrative support for the CXO, including management of personal calendar and email.

Executive Administration

• Serve as the primary administrative support to the Chief Experience Officer, including managing personal and professional calendar, email communication, and scheduling
• Manage the CXO’s schedule—coordinate calendar invites, help prioritize meetings, and ensure there’s healthy margin where needed
• Help manage the CXO’s email by keeping an eye on unanswered messages, following up when needed, and flagging anything urgent or important that needs attention
• Perform various day-to-day administrative tasks as requested to support the CXO, ensuring efficient workflow and organization

    Team Administrative Support

• Coordinate and manage calendars for the Creative Director, Experience Director, and Operations Director as needed
• Coordinate cross-departmental team meeting calendars between creative team members (designers, video, worship, etc.) and other ministry departments (Events & Operations, Next Gen, SF, etc.) to plan upcoming series, events, or campaigns
• Handle scheduling for department-wide meetings, including series ideation and kickoff meetings
• Organize meeting logistics: reserve rooms (via eSpace), ensure any needed materials are prepared, and order meals/catering when needed
• Coordinate department events, including scheduling, calendar invites, staff communication, catering, décor, room reservations (eSpace), transportation, and vendor management
• Coordinate hospitality for Broadcast/Lawrenceville Worship and Production special events and rehearsals
• Manage office supplies and purchasing, and maintain organization of shared office spaces
• Demonstrate proficiency in key administrative tools including Microsoft Office, Teams, and Outlook
• Support the Ministry Expressions team by bringing clarity, being accessible and responsive, and creating a culture that is warm, generous, and engaged

 Financial & Operational Management

• Accurately enter and code each Director’s receipts into Nexonia finance software
• Ensure that directors review and approve expenses from their team members in a timely manner
• Process and manage vendor invoices and check requests, tracking through to payment confirmation
• Pull budget reports and support directors in budget tracking and management across multiple ministry expressions as needed
• Coordinate eSpace room and resource reservations for all team-related events and meetings
• Assist with purchasing, subscriptions, contracts, and other operational needs for the team

Experience & Qualifications:

• Proven administrative experience supporting executive or director-level leaders, including calendar and meeting management
• Skilled in coordinating team communication, events, and logistics (room bookings, catering, materials, etc.)
• Comfortable managing expense reporting, invoices, and budgeting tools and software
• Proficient in Microsoft Suite with an emphasis on Microsoft Outlook and Excel
• Highly organized with strong attention to detail, problem-solving skills, and the ability to manage multiple priorities
• Relational, trustworthy, and service-oriented—able to work across teams with professionalism and discretion

  Spiritual Criteria:

• Professes Jesus Christ as Lord and Savior
• Commitment to personal spiritual growth
• Models standards and expectations of leaders within 12Stone® Church
• Must attend 12Stone® Church

Subject to the Constitution of the United States and all applicable state and federal laws, 12Stone Church does not discriminate in the administration and dissemination of its programs and services.