The Role
Supports the Lead Pastor by running the office operating rhythm, managing action items, documents, communications, meeting preparation, research, scheduling, and coordination. The role requires strong organization, judgment, writing, discretion, AI fluency, and marketing or growth experience. The assistant represents the pastor in meetings and communications, maintains information systems, follows up on commitments, and protects leadership focus across multiple campuses and innovation initiatives.
Summary Generated by Built In
Church of the Highlands is hiring an Executive Assistant in the Office of the Lead Pastor. This person will support an Executive Officer by running the operating rhythm of his office so he can stay focused on the work he leads across our 26 campuses and the innovation work under Motion House.
This is an operator seat, not a calendar-and-travel job. You keep every meeting, document, message and decision moving. You use AI as a daily partner. You think like someone who has worked in marketing or growth, because you have.
You will thrive here if you:
- Love order. A clean inbox, a tidy folder and a prioritized list make you happy.
- Move fast. You close loops the same day and chase what is still open.
- Own outcomes. You care that the thing got done, not that the task was assigned.
- Lean on AI. You already use tools like Claude or ChatGPT to draft, summarize, research and organize.
- Carry trust well. You handle confidential conversations and sensitive documents with discretion.
Meetings and action items
- Capture every action item. After each meeting, review the notes and recording, pull out every commitment, and log it on an action board.
- Prioritize by importance. Rank each item so the board shows what matters most at the top, every day.
- Chase completion. Follow up with owners, update status, and flag anything slipping before it becomes a problem.
Documents and information
- File as it arrives. Categorize and store documents the same day in a clean, consistent system.
- Find anything instantly. When asked where a document is, you can produce it in under a minute.
- Keep the index current. Maintain a simple map of what lives where so the system works even when you are out.
Communications
- Run the inbox. Triage email and texts daily, draft replies in leader's voice, and surface the few messages that need his personal attention.
- Send on his behalf. Handle routine correspondence directly once you have earned that trust.
- Close the loop. Make sure every request that comes in gets an answer or an owner.
Meeting prep and agendas
- Build the brief. Before every important meeting, deliver a one-page prep: who is in the room, why we are meeting, what needs to be decided, and the relevant documents.
- Set the agenda. Draft and circulate agendas ahead of time so meetings start with purpose.
- Pull the history. Surface past notes, decisions and open items so nothing gets re-litigated.
Research
- Dig in on request. Research topics, people, organizations, vendors and ideas the Leader is exploring.
- Deliver it usable. Return short, clear summaries with a recommendation, not a pile of links.
Scheduling and coordination
- Own the calendar. Coordinate meetings across campuses, teams and outside partners. Protect time for deep work.
- Handle the logistics. Rooms, links, travel, materials and reminders are done before anyone has to ask.
Representing Josh
- Be there when he can't. Attend meetings in the Leader's place, capture decisions and action items, and report back the same day.
- Speak for the office. Communicate with staff and partners with the same warmth, clarity and judgment the leader would.
- Marketing or growth background. 2+ years working in marketing, growth, communications or a related field. You understand funnels, campaigns and how growth teams operate.
- Exceptional organization. You have built and run systems for tracking work, filing information and keeping a leader on schedule. Detail is a strength, not a chore.
- AI fluency. You use AI tools every day to draft, summarize, research and organize, and you keep learning new ways to apply them.
- Strong writer. You can write a clear email, a tight meeting brief and a short research summary in someone else's voice.
- Sound judgment. You know what needs the Leader's attention and what you can handle. You ask good questions and make smart calls when he is unavailable.
- Discretion. You handle confidential matters with maturity and care.
- Calm under pace. You stay steady when priorities shift and several things land at once.
- Aligned with our mission. You love the local church and are excited to serve the vision of Church of the Highlands.
- Project management. You have run projects with several owners and a deadline.
- Automation. You have built simple workflows in tools like Make, Zapier or Notion to take manual steps off someone's plate.
- Data comfort. You can read a dashboard, pull a report and spot what changed.
- Startup or venture exposure. You have worked somewhere small and fast where everyone wore several hats.
- Notion - action board, document library and daily brief
- Fireflies - meeting recordings and transcripts that feed action items
- Microsoft 365 - Outlook, Teams and SharePoint for church communication
- Slack - team messaging and quick coordination
- Claude - drafting, summarizing, research and organizing
- Make - simple automations between the tools above
- HubSpot - CRM for growth and partner relationships
You do not need to know all of these on day one. You do need to be the kind of person who learns a new tool in a week.
Details- Reports to - Executive Officer located in the Office of the Lead Pastor
- Location - Birmingham, AL, based at the Grandview campus, in person
- Schedule - Full time
Skills Required
- At least 2 years of experience in marketing, growth, communications, or a related field
- Exceptional organizational skills and experience building systems for tracking work, filing information, and managing a leader’s schedule
- Daily proficiency with AI tools for drafting, summarizing, researching, and organizing
- Strong written communication skills, including writing emails, meeting briefs, research summaries, and messages in another person’s voice
- Sound judgment when prioritizing matters and determining what requires the Lead Pastor’s attention
- Ability to handle confidential conversations and sensitive documents with discretion
- Ability to remain calm and effective when priorities shift and multiple tasks arrive simultaneously
- Alignment with the mission of Church of the Highlands and enthusiasm for serving the local church
- Project management experience involving multiple owners and deadlines
- Experience building simple automations using tools such as Make, Zapier, or Notion
- Comfort reading dashboards, pulling reports, and identifying changes in data
- Startup or venture experience in a small, fast-paced environment
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The Company
What We Do
Church of the Highlands is a multi-location Christian church serving communities across Alabama and West Georgia. Founded by pastor Chris Hodges and charter members in 2001, it describes itself as a life-giving church. Its operations include worship experiences, ministry programs, campus services, and technology-supported activities across its campuses, with a mission centered on Christian faith and community.
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