Administrative Assistant, Worship Arts

Administrative Assistant, Worship Arts

Part-Time (25-30 hrs)

Position Summary

The Administrative Assistant for Worship Arts will be highly organized, spiritually mature, and service-minded in supporting our Worship Arts Minister at our large multi-faceted church. This part-time role requires exceptional administrative skills, an understanding of the unique rhythms of worship ministry, and a heart for advancing the mission of Jesus. They will serve as a key partner in managing the leader’s time, team communication, and the administrative logistics of the Worship and Production Department. They will personally be committed to the mission of making biblical disciples who make and send disciples who love and live like Jesus.

Essential Duties & Responsibilities

Reports to: Worship Arts Minister

Administrative Support

Manage the Worship Minister’s calendar, including things like: scheduling team auditions, rehearsals, creative planning sessions, 1-on-1 discipleship meetings, and personal appointments.
Prepare and edit documents, meeting agendas, ministry reports, and confidential correspondence.
Handle department communications (email, Slack/Teams, and GroupMe) with discretion, prioritizing requests and responding on behalf of the leader when appropriate.
Maintain files, records, and project tracking systems (Asana, Google Docs, and Planning Center Online) relevant to worship operations.

Ministry and Event Coordination

Coordinate logistics for worship team nights, volunteer orientations, leadership retreats, conferences, and special creative events.
Provide administrative support for the scheduling of musicians, vocalists, and production volunteers in Planning Center (PCO) and correspondence surrounding.
Liaise with internal departments (Communications, Next Gen, AD Team, Facilities, Creative, etc.) to ensure alignment with the Worship Minister’s vision for weekend services.
Assist with the Worship Arts budget tracking, including processing invoices and expense reports.
Coordinate hospitality and childcare for events/trainings.
Attend department meetings to understand ministry needs and initiatives, capture notes and track action items.

Personal and Ministry Support

Assist with personal tasks and errands to help the Worship Minister maintain work-life balance and stay focused on spiritual leadership and creative oversight.
Manage scheduling priorities by guarding her calendar, ensuring that leadership responsibilities, team development, and family non-negotiables are balanced and respected.
Help maintain relational and informational touchpoints with worship team volunteers, staff, and congregation members on behalf of the leader.
Make travel arrangements, including flights, accommodations, and itineraries for the leader and accompanying staff or family as needed.

Confidentiality and Discretion

Handle sensitive information with the highest level of integrity, including volunteer applications, background checks, and team-related HR matters.
Serve as a gatekeeper while creating an environment of hospitality and accessibility for the Worship team.

Qualifications

2+ years of administrative support experience, ideally in a church or creative ministry environment.
Strong communication skills and meticulous attention to detail.
Ability to thrive in a fast-paced, dynamic, and spiritually driven environment.
Demonstrated alignment with the mission, values, and beliefs of CyLife Church.
Flexibility to work a part-time schedule that may include occasional evenings or special events (e.g., Christmas/Easter).
Self-Sustaining Maturity: Possesses a high degree of spiritual and emotional health, requiring minimal personal management; finds joy in the "behind-the-scenes" success of others.
High EQ/Boundary Awareness: Understands the distinction between professional support and personal mentorship; maintains a healthy, professional distance that respects the Minister’s time and focus.
Capacity Creator: Intentionally works to reduce the leader’s "mental load" by providing solutions, not just identifying problems or requesting long-form dialogue

Preferred Attributes

Familiarity with large church environments (multi-site, 2500+ weekly attendance).
Proficient with Planning Center Online (Services/People) and Asana is highly preferred.
Understanding of the nuanced life of ministry and parenthood and ability for
Cultural Resiliency: Ability to thrive in a male-dominated team environment; possesses the social intelligence to navigate a fun, high-energy office culture with grace and a sense of fun.
Adaptable Demeanor: You are "serious about the work, but not about yourself." You can contribute to the joy of the office without losing sight of the administrative mission.

Core Values and Competencies

We expect the Administrative Assistant to model and live out the CyLife Church Core Values:

Fighting for Relationship: We are committed to fighting for authentic relationships and traveling light by extending grace and speaking truth in times of conflict and accountability. We will stay curious first in order to express trust, honor and respect to one another. We will choose to call you up and not out. We will be known by our love for one another!
Servant Leadership/Humility (I am third): We will strive to set the standard to be servant leaders by modeling Jesus’ life of coming to serve and not be served. We will do whatever it takes to get something done, no matter what our role or title. We will consistently seek input and feedback and humbly receive it, so we can grow personally and as a church.
Team/Collaboration (Better Together): We are committed to a Team first attitude. We are stronger and better together, (which is why we value people over programs). Silo ministry is unacceptable, so we will collaborate with others so that we can get the best outcomes. We will collectively sacrifice and work together in order to have the greatest Kingdom impact.
Fun/Don’t take ourselves too seriously: We strongly believe in having a lot of fun in what we do. We don’t take ourselves too seriously, and enjoy laughing a lot, especially at ourselves. We strive to use humor responsibly so that we don’t hurt relationships.
Grit/Resiliency (We don’t quit): We will persistently pursue excellence and go the extra mile in all matters. When things are hard, we will dig deep, have each other’s back, and courageously do whatever it takes to finish what we set out to do.
Be Responsible (Own it): We will take full responsibility for our part in all matters. We will be responsible, respectful and accountable to one another. We will take initiative, seek solutions and seek constant improvement in our personal, spiritual and leadership development.

Competencies:

Communication: Effective writing, active listening, and tactful feedback.
Flexibility: Positive response to change initiatives.
Collaboration: Resolving conflict according to the Matthew 18 model.
Managing Work: Methodical, efficient, and able to work with minimal supervision.
Quality: High standards for accuracy and excellence in every task.
Coachable: Receiving constructive feedback without becoming defensive.
Maturity: You are able to separate emotional feelings from the real issues at hand. You are able to put the needs of the ministry above your personal needs.
Accountability: You take personal responsibility and ownership for adhering to all policies and procedures while also completing work in timely manner and in accordance with performance expectations. You take responsibility and ownership for your own personal spiritual development.

Responsibility: You are able to independently make and meet commitments made to yourself and others, keeping the promises you make, and acknowledging and accepting the choices you have made, the actions you have taken, and the results.

SEND APPLICATION TO: JOBS@CYLIFECHURCH.COM

Application