Meaning, how does an admin assistant really help me with details but
also for the wider influence of my days and weeks; and this is crucial!
Intangibles: total loyalty…perfect confidentiality…strong trust….
Godly spirit….commitment to church….forthright candor…nerve!
AS TO SCHEDULE
- KNOWS MY MASTER SCHEDULE (A “PERFECT WEEK” TEMPLATE) AND HELPS ME KEEP IT. KEEPS ME ON SCHEDULE.
- ALWAYS KNOWS WHERE I AM AND WHEN I WILL BE BACK
- REMINDS ME OF NEXT DAY WITH A LIST AT END OF THE DAY
- REMINDS STAFF MEMBER WHO IS SCHEDULED –IF LATE OR IF FORGETFUL
- HELPS ME GET APPOINTMENTS. GETS THEM FOR ME IF STAFF; HELPS ME MAKE THE CALL IF SOMEONE I SHOULD CALL
- REMINDS ME WHEN TAKING ON TOO MANY EXTRAS (TWICE IS NAGGING)
- HELPS ME END AN APPOINTMENT BY PRE-ARRANGED CALL
- HANDS ME MAPQUEST IF APPOINTMENT IS OUT
- HANDS ME NOTES I NEED FOR EVERY MEETING
AS TO STAFF
- Keeps files of meetings with them. Hands it to me at start of day.
- Asks me for follow-up when they leave. Does it for me when can.
- Knows when to interrupt study when someone has a question. Tells them to keep it to _____ (comes with time)
- Gets their written bi-weekly reports in to me on Mondays so I can prepare for the meeting
- Thanks them as they come or go
- Calls any who are late for a team meeting (small, in my office)
- Tells me if aware of need through hallway grapevine
- Makes sure someone is taking notes of committee or team or leadership meetings. Files them
- Smiles when they come J
- Tells me if I am doing something someone on staff can or should do
AS TO PHONE
- Always with a smile
- Has a backup to answer if she is out of office
- Always gets details and a number for call-back.
- Asks what it is about when a stranger. Learns to know the tricky sales person and gets them to right person.
- Knows what appointments to arrange for me: “Pastor Larson would love to have coffee with you sometime just to get to know you better and asked me if that……”
- Knows when I should be doing that – the mayor, another pastor, an elder or trustee, a strong leader….. In that case hands me the reminder and the number.
- Knows ones who call who interrupt any staff meeting—wife, kids, certain others
AS TO MEETINGS
- Gives me file for that meeting at start of the day
- Asks me afterwards what I/we should do as follow-up. Takes care of whatever possible and makes sure I do mine.
- Reminds attenders who need that. (You soon know.)
- Gets water or drinks for conference room meetings.
- Tells me when someone arrives if it is in another room.
- Checks room ahead of time for cleanliness.
- Makes all room reservations when needs to be scheduled
- Makes sure someone is taking notes when that is needed.
- Makes sure there is a host or hostess for Saturday meetings I am to lead – ministry manager already there for new members meetings or guests coffee or elective, of course
- If away, hands me directions and phone number of host
- Asks me the next day how it went and what follow-up
- Gets notes of meeting to anyone absent who may need them
AS TO TYPING
- Asks me for digital recorder every morning. I used it a lot when driving.
- Types up any phone messages I should help with. Never puts this all on me (has own copy for reminder)
- If good writer, starts something for me if knows it is coming.
- Never has to be proof-read by me.
AS TO COMMUNICATION
- Helps me keep notes on what the staff or church should know
- Meets with me every Monday morning to go over the week. Hands me the schedule for the week. Warns or asks about details needed.
- Has dates and deadlines of things I write for the church—weekly email note, “Note from the pastor” in the bulletin (most read part of the bulletin)
- Knows who on staff keeps record of announcements or pushes or “shoves” ( the first 30 seconds of sermon) and has input on what should be done there
- Is my conscience on what staff should hear so not surprised
- Always seeks to have the same mood I seek in communicating
- Thanks volunteers in our office
AS TO FILES
- Knows where they all are, on computer or in files drawers
- Gives me files for evening meetings beforehand
- Has a volunteer who likes to do filing for sermons and info
- Finds the best system
AS TO MOOD
- Understands role as lead assistant, whether on paper or not
- Positive, godly, joyful, not afraid to help others that way
- Checks mine; unafraid to ask
- Ends every email for me or her own, with a thank you for something, or a word of appreciation
- Helps (reminds) me to write three thank-you notes every Monday
- Thanks people on the phone for what they do as close conversation
- Knows our office has one agenda, not mine and hers, and serves Christ this way—the high purpose
- Grace is our first value. This shows!
- Thanks other staff and reminds me to!
- Anything else that would make things better! J
- Prays for the church and kingdom, personal and in meetings.
- Stays in outer office if a woman is in inner.
- Set the standard for attire in the office.
- Takes all vacation time and leaves daily on time so the job does not become a negative to family.
- Neat desk and helps with my people office.
- Good grammar.
- Takes care of all regular mail—to appropriate people; answer what can; throw away what should be; get me to answer what I should, in an appropriate file (some by priority, some for information, some to know who to give it to).
- Understands because you say it how important this ministry is to you.
- Gets paid as important.
- Maybe the person to have in meetings for notes and opinions, especially if the ones on that team are all pastors or all men.