Administrative Assistant, Ministry & Outreach

This position reports to the Vice President of Ministry & Outreach and provides clerical and administrative support to the department.

Job Duties


  • Manage communications: voicemail, emails, SharePoint, and all-staff email communications
  • Handle office correspondence (reference letters, mail merges, mailings, thank you notes, donation receipts, etc)
  • Maintain calendar, schedule appointments, and handle out of office messaging
  • Assist with event planning, facilitation (Annual Day of Prayer, MTM Lunch, Foot Washings, etc)
  • Process registrations for conferences, monthly meetings, etc
  • Handle travel arrangements, mileage reports, and submit receipts
  • Order study Bibles for guest graduation, chapel, resource table, etc.
  • Stock and maintain resource table
  • Order additional items as needed for devotions
  • Assist in creating PowerPoint presentations
  • Prepare board reports, agendas, and minutes for meetings as needed
  • Post church partnership flyers for guests
  • Update Raiser’s Edge with church donor notes
  • Handle various daily and monthly reports as directed

Spiritual Life Focus Group

  • Send email communication regarding meeting reminders, task follow up, etc
  • Create meeting agendas, assist with meeting facilitation
  • Distribute and update minutes
  • Coordinate devotional event planning for guests
  • Create, maintain, facilitate monthly devotion schedule
  • Participate in leading devotions


  • Send applications for approval
  • Scan and save applications
  • Facilitate and prepare Palanca for attendees (all staff email)

Church Cultivations

  • Phone connections
  • Card follow up, Meet-the-Mission Luncheon invitation and business card
  • Assist with speaking engagements (schedule prep, send bio, marketing materials, etc)
  • Facilitate additional mailings as needed


  • Assist volunteer coordinator for recruitment and maintenance of SL volunteer list
  • Register department volunteers in Volunteer Hub, maintain volunteer status on VH
  • Create and maintain volunteer documents, maintain volunteer spreadsheet
  • Arrange volunteer meetings with VP or Chaplain
  • Volunteer Appreciation

Core Competencies

  • Faith - Commitment to faith-based approach to advocacy for the guests
  • Sensitivity - competently communicate across racial, class and cultural divides
  • Attendance/Punctuality - reliable and dependable
  • Communication - prompt, courteous, respectful, helpful, appropriate, correct
  • Initiative - takes appropriate action without being asked
  • Attitude - positive and supportive of the work and organization
  • Team Participation - supports and helps others
  • Accountability - demonstrates responsibility
  • Cooperation - willing to hear the thoughts of others and work toward a common goal
  • Integrity/Credibility - honest and adheres to moral and ethical principles; trustworthy
  • Compassion - concern for the sufferings or misfortunes of others, leading to action and advocacy


  • Proficient with MS Office Suite
  • Excellent written and verbal communication skills, including grammar and business writing
  • Ability to type minimum 45 WPM
  • Models professionalism
  • Prefer minimum 3 years of experience

Working Conditions

  • Regular standing, walking, climbing, crouching, bending, pushing, or pulling
  • Understand, speak, read, and write fluent English
  • Ability to communicate verbally and to accurately hear, with hearing correction
  • Ability to see 20/20, with vision correction
  • Able to lift up to 50 pounds occasionally, and up to 35 pounds regularly
  • Able to use fine motor hand functions
  • Frequently exposed to varying temperatures from below 32 degrees to above 80 degrees

To apply:

*Applications and resumes are accepted for current positions only.

  • Print the application and complete it
  • E-mail, fax, or mail completed application (along with a cover letter and resume, if appropriate) to: 

Employment Opportunity
Mel Trotter Ministries
225 Commerce Ave. SW
Grand Rapids, MI 49503 

Phone: 616-454-8249
Fax: 616-454-5255