Administrative Assistant to the Bishop

11/27/2023

Purpose and Mission
The Administrative Assistant to the Bishop is an employee of the North Georgia Annual Conference of The United Methodist Church (from now on referred to as Annual Conference) and serves as a member of the team in the Episcopal Office. This position assists the Resident Bishop of the North Georgia Episcopal Area in carrying out the duties that have been assigned to the Bishop in accordance with paragraphs 45–54, 401, 403, 414-417, and elsewhere in the 2016 Book of Discipline of the United Methodist Church.

The North Georgia Conference Office and Episcopal Office are part of a Christian denomination, and work within this office is done in a faith-based environment. Employees must be able to work in such an environment and uphold the values and standards of the Annual Conference.

Accountability
The Administrative Assistant to the Bishop shall work under the supervision and direction of the Resident Bishop and shall have a direct line reporting to the Executive Assistant to the Bishop. All employees of the Episcopal Office are accountable to the Annual Conference through the Conference Personnel Committee. Employees shall follow the policies of the Conference Personnel Committee as found in the Employee Manual.

All work tasks are assigned by the Bishop and/or the Executive Assistant to the Bishop. While many specific duties are outlined in this job description, the responsibilities of this position are to be the main support person for the Bishop. Duties are to be performed in a cooperative manner which contributes to a pleasant work environment for all employees and efficient, effective service to the Annual Conference and the larger United Methodist Church.

Functions and Responsibilities
The Administrative Assistant to the Bishop serves as the administrative assistant to the Bishop. The responsibilities of this office include:

Coordination

Assist the Bishop by coordinating his/her professional schedule and maintaining his/her public and private calendar.
Assist the Bishop in coordinating and maintaining the functions and relationships of the Episcopal Office and Resident Bishop.
Attend meetings/functions with the Bishop or as a representative of the Bishop, as assigned. Including, but not limited to, Annual Conference, Jurisdictional Conference, and off-site Cabinet meetings. May include administrative assistant travel and overnight lodging for some meetings/functions.
Coordinate the Bishops’ travel schedule and arrange to meet travel needs. Prepare folders for Bishop with itineraries and agendas.
Interact with the Cabinet and other Conference staff on behalf of the Bishop and Episcopal Office
Interact with Annual Conference leaders and committees on behalf of the Bishop.
Interact with the Council of Bishops, College of Bishops, and general agencies on behalf of the Bishop.

Communication

Assist the Bishop by coordinating his/her public and private communications, including but not limited to managing email and assisting in preparing presentation materials to accompany sermons, lectures, video presentations, etc.
Create PowerPoint, Word documents and similar presentation materials for the Bishop.
Handle the Bishop’s written correspondence, including letters, thank-you notes, personal and professional notes, e-mails, etc.
Answer and place telephone calls on behalf of the Bishop and the Episcopal Office.
Order letterhead, business cards, note cards, and appropriate stationary for the Bishop’s Office.
Email Conference Prayers and Celebrations as required.
Ensure that the Bishop’s Office and Cabinet events and meetings are included on the NGUMC.ORG event calendar.
Serve as a liaison for the District Administrative Assistants which includes setting up quarterly meetings and dissemination of relevant information.

Planning and Projects

Assist the Bishop with thinking about long-term projects and tracking progress of projects.
Provide research and data for the Bishop, Cabinet, and other conference staff and leaders.
Utilize problem-solving and critical thinking skills to assist the Bishop and Annual Conference in accomplishing our mission.
Assist in maintaining accurate information in the Conference database and in the Bishop’s physical and electronic files.
Complete, distribute, and manage follow-up of appropriate forms regarding clergy transfers, retirement, etcetera. Distribute copies of this information to the Office of Ministerial Services and the Conference Benefits Office.
Prepare all certifications for ordination and submit certificate information for the Conference Journal. Coordinate the registrations for the ordinands for the Bishop-sponsored annual ordination trip.
Attend Annual Conference, Jurisdictional Conference, off-site Cabinet and other meetings and serve in administrative capacity for Bishop at these events.
Attend trainings for Episcopal administrative assistants when offered.

Office Administration

Answer the door and greet visitors to the office.
Answer the phone and refer the caller properly.
Set up meetings:
- Book locations for meetings and communicate about A/V and other meeting needs.
- Ensure meals, snacks, and beverages have been ordered for the meeting.
- Attend to scheduling security if needed for the Bishop’s attendance at various events. Assist in sending out meeting notices to committees including helping maintain the committee list with correct addresses, phone numbers and email addresses.
- Copy materials for committee or cabinet meetings and collate them prior to the meeting.
- Prepare materials for workshops or training meetings as needed.
- Review invoices for events and send on for payment.
Assist the Bishop and Treasurer’s Office in maintaining receipts and filing expenses reports on behalf of the Bishop.
Calculate and submit the Bishop’s expenses where appropriate to GCFA Episcopal Fund.
Handle office filing, both physical and electronic for Bishop and Episcopal office.
Code and submit vouchers for payment as needed.
Request office supplies as needed.
Assist in finding records needed by auditors.
Assist with other duties as assigned by the Bishop.
Provide hospitality by coordinating:
- Cabinet dinner during Annual Conference
- Cabinet Christmas dinner in December
- Conference center staff Christmas luncheon
- Other Episcopal office events as assigned by the Bishop.

General Qualifications

Excellent people skills are a necessity. Excellent written and verbal communication skills are expected.
Proactive thinking and planning are needed to function well as the Bishop’s assistant.
Ability to work a flexible schedule with occasional non-traditional hours is required.
Proficiency in computer and communications technologies is essential.
Ability to maintain confidentiality is required.
Able to juggle multiple tasks at the same time and move from task to task easily. Able to learn new tasks and skills.
Knowledge of the United Methodist Church and its connectional structure is extremely beneficial.
Computer knowledge and skills must include the ability to understand and use various computer software applications including but not limited to:
- Spread sheet applications;
- Word processing software;
- Presentation software; and
- Database software.
Previous experience working in an office setting.
High school diploma required, college degree or similar certification preferred.

Physical Requirements

Duties shall be performed in a hybrid work environment, including in office (Atlanta, GA), on-site (various throughout the Annual Conference, Southeastern Jurisdiction, and United Methodist Church), virtually, and remotely. Duties will periodically be performed at offsite locations requiring local and domestic travel.
May require prolonged standing or sitting, frequent bending, stooping, or stretching. Requires manual dexterity and hand/eye coordination, and ability to lift 25 pounds over the shoulders.

Work Schedule