Administrative Assistant to the Worship Leader & Music Department
Department: Worship
Direct Oversight: Worship Leader (Ricardo Sanchez)
Key Relationships: Music Director (William Garcia), Choir Director (Kareem Riley), Elder Vicki Griffin
Job Type: Full time
Salary Range: $45,000 – 60,000 based on experience and church compensation structure.
Overview
The Music Department Administrative Assistant will serve as the organizational backbone for the Music & Worship team at Times Square Church. This role is highly administrative, spiritual, and service-oriented. The Assistant will relieve the Worship Leader, Music Director, and Choir Director of administrative burdens so they can focus on ministry leadership, creativity, and spiritual development.
This role requires exceptional organizational skills, discernment, confidentiality, spiritual maturity, and the ability to anticipate and resolve needs proactively.
Primary Responsibilities
(Includes, but not limited to the following)
- Scheduling & Calendar Management
- Maintain and coordinate weekly, monthly, and seasonal schedules in Planning Center.
- Schedule musicians, vocalists, interns, rehearsals, special services, and guest artists.
- Resolve conflicts, fill gaps, and manage callouts with backup musicians.
- Internal & External Communication
- Serve as the point of contact for department communication: staff, volunteers, interns, and external vendors.
- Draft and send all team updates, meeting reminders, rehearsal notices, and event communications.
- Maintain excellent written and verbal communication standards on behalf of leadership.
- Scheduling and booking flights and hotels for Worship leader, music team and guest musicians.
- Creating welcome care packages and providing access cards to guests during their visit at TSC.
- Developing itinerariess, schedules, and rehearsals.
- Working with TSC’s Special Events Producer & Missions Community Leader (Amy Speidel) for needs of Music Ministry with Popups, Events, Church Seminars and Conferences.
- Project & Event Coordination
- Manage department events such as workshops, retreats, Sunday Team Time, prayer groups, intern meetings, conferences, holiday productions, and special concerts.
- Create timelines and task lists for events and oversee implementation.
- Confidentiality & Discretion
- Handle sensitive and personal information (contracts, finances, personnel issues) with utmost confidentiality.
- Serve as a trusted, discreet liaison for leadership and church administration.
- Document Management & Organization
- Keep detailed, updated records of team rosters, directories, onboarding paperwork, and team development documents.
- Organize digital and physical files for easy access.
- Maintain master lists for songs, worship sets, music charts, and creative ideas.
- Volunteer & Intern Administration
- Manage intern and volunteer onboarding, scheduling, and evaluations.
- Serve as point-of-contact for volunteer development and communication.
- Purchasing & Inventory Management
- Order and track office supplies, sound equipment, instruments, hospitality items, and other department purchases.
- Maintain inventory and submit timely purchase requests for approval.
- Spiritual Support & Ministry Partnership
- Uphold the spiritual mission and vision of Times Square Church.
- Pray regularly for leadership, teams, and services.
- Create an atmosphere of spiritual encouragement, excellence, and humility.
- Prioritization & Task Management
- Manage multiple tasks with shifting priorities.
- Anticipate leadership’s needs to keep schedules clear for creative and spiritual work.
- Protect the time and focus of the Worship Leader and Directors.
- Adaptability & Problem Solving
- Remain flexible and solution-oriented under pressure.
- Navigate last-minute changes and solve problems in real time while maintaining calm.
Schedule
- Full-time position with a flexible schedule.
- Sundays, some Tuesday evenings, special events, conferences, and holiday services are required.
Qualifications
- Minimum 2-3 years administrative or ministry administrative experience (church ministry experience preferred).
- Highly proficient with Planning Center, Microsoft Office, Google Workspace, and church management systems.
- Strong interpersonal, written, and verbal communication skills.
- Ability to handle confidential information with discretion.
- Organized, detail-oriented, and able to multitask effectively.
- Spiritually mature and personally committed to Times Square Church’s mission, vision, and leadership.
- A servant’s heart, teachable spirit, and ability to work in a fast-paced ministry environment.
