What An Assistant Does For Senior Pastor

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
  • Neat

 

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!

 

MISCELLANEOUS

  • 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.

 

This entry was posted in Staff. Bookmark the permalink.

1 Response to What An Assistant Does For Senior Pastor

  1. Pastor Knute, Sorry I didn’t feel like Changing the name on my will to “Knute Larson.”Attendance at our combined AFB Looked good. I didn’t try to count the number.I’ll be more alert next time. I wondered if it is a problem if I reblog some of your blogs on my wordpress blog. I think I have a heading under Bible Studies or ABF. Your blog would appear exactly as same below…just get some more mileage out of it…Let me know what you  think. Thanks, DickP. S. Nice to see Pastor Craig is being used in Maine Event

    From: knutelarson To: richard330@yahoo.com Sent: Monday, May 2, 2016 5:59 PM Subject: [New post] What An Assistant Does For Senior Pastor #yiv1505355465 a:hover {color:red;}#yiv1505355465 a {text-decoration:none;color:#0088cc;}#yiv1505355465 a.yiv1505355465primaryactionlink:link, #yiv1505355465 a.yiv1505355465primaryactionlink:visited {background-color:#2585B2;color:#fff;}#yiv1505355465 a.yiv1505355465primaryactionlink:hover, #yiv1505355465 a.yiv1505355465primaryactionlink:active {background-color:#11729E;color:#fff;}#yiv1505355465 WordPress.com | knutelarson posted: “Meaning, how does an admin assistant really help me with details butalso 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….forthr” | |

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google photo

You are commenting using your Google account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s