Executive Assistant to Office of Lead Pastor

Church of the Highlands is hiring an Executive Assistant in the Office of the Lead Pastor. This person supports Josh Champion and runs 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.

What you'll do

Meetings and action items

• Capture every action item. After each meeting, review the notes and recording, pull out every commitment, and log it on Josh's 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. When Josh sends you a document, categorize and store it 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 Josh'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 Josh 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 his 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 he would.

Who we're looking for

• 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 Josh'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.

Nice to have

• 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.

Tools you'll work in

• 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 - Josh Champion, Office of the Lead Pastor
• Location - Birmingham, AL, based at the Grandview campus, in person
• Schedule - Full time