Executive Assistant - London, United Kingdom - Holy Trinity Brompton & Alpha International

Description

Job description


The Role

At HTB and its related entities, our vision is to play our part in the evangelisation of the nations, the revitalisation of the church and the transformation of society.

Each member of our team plays a vital role in making our vision a reality. As a Christian organisation our faith is an integral part of our working culture.

The key purpose of this role is to Working as a "right hand" to the Associate Vicar, as an Executive Assistant and lead of key projects.

Key Responsibilties

• Oversee diary of AV and manage key dates and appointments in church cycle, book and setup appointments, coordinate meetings, setup Zoom links, include briefing notes for AV and coordinate all relevant information for meetings
• Handle administrative duties on behalf of the AV including supporting with rotas for clergy, key comms (internal and external), congregational comms, review information as first point of contact and assist AV with supporting duties
• Overseeing and supporting the AV in the planning, organisation and coordination of our weekly HTB Group staff meeting which will include drafting the running order, coordinating speakers, input working closely with the worship and prayer departments
• Work closely with Vicar's office and staff to ensure that all teams are coordinated and uptodate on upcoming matters
• Support the AV in senior leadership team meetings and other related matters as needed
• Assist the AV with processing of expenses and approve expenses with AV's authorisation and oversee the reconciliation of the AV's credit card on a monthly basis
• Research and support as needed related to preaching assignments and other projects related to other ministry areas
• Assist AV with key comms with donors, key stakeholders including PCC, church wardens and HTB Group Entity Heads
• Represent AV at a senior level with internal and external parties and assisting with sensitive pastoral matters
• Assist the AV with travel arrangements, booking train tickets and flights, arranging hotel accommodation, organizing schedules, managing insurance requirements and adhering to all HTB Group policies relating to travel and assisting AV with expense

reimbursement and processing regularly

Sunday Services

• Support AV in the running and oversight of 10 services across 6 sites at HTB and specifically with the 9.30am and 11.30am services at HTB Brompton Road
• Organise information and map out strategy and plan for special services, key points in the church calendar (Christmas, Easter, Vision series, Leadership Conference, Focus)
• Review headcounts, identify trends, notify AV of key insights and assist AV with preaching rota, clergy allocation and coordination with a variety of HTB ministry departments including worship, HTB Kids, Youth, Students, Production, livestream, etc.
• Where necessary, ensuring all legal requirements including H&S and risk assessments, are fulfilled and addressed from a Sundays and Event perspective
• Liaising with external speakers, processing honorariums, handling comms and coordination logistics for all outside speaker invitations and serving as the point of contact for guests including sourcing books and resources, organising transportation, liaising with speaker team and coordinating with Director of Comms on any major requests

Clergy Support & Clergy Training

• Support AV in the oversight and training of 40+ clergy and ordinands at HTB and managing of annual leave requests
• Assist with the practical running of clergy meeting and agenda/content for monthly meeting working close with Vicar's Office team helping to pull together the clergy training curriculum working closely with the Training Incumbent and AV as well as vicar
• Support the clergy with the processing of various bills (council tax, water bills), rental agreements, moving/relocation costs and work closely with HR, Legal, Procurement, and Finance teams to ensure that clergy matters are timely handled
• Review clergy expenses policies and assist AV with advising and helping the clergy with expense/cost questions
• Reviewing and drafting reference letters and ordination/discernment documents for those in the ordination pipeline and those considering ordination in the Church of England
• Drafting clergy offer letters and reviewing contractual documents/policies/agreements for clergy and ordinands at HTB
• Helping support the clergy at all levels with training to support future church planting in city centre resource churches, estates and other parishes

Budget, Strategy & Governance

• Assist AV with budget and strategy and annual salary review process for all HTB staff and also help with HR and recruitment issues where necessary
• Assist AV with strategy documents for HTB and the annual strategy process to ensure all HTB ministry departments aligned with overall goals and objectives for HTB set by the vicar
• Ensure accountability and clear communications with HTB Department Heads for al