Job Description
Title: Administrative Lead
FLSA Classification: Exempt
Job Type: Full-Time Work
Location: Pasadena, CA; In-Person
Reports To: Director of Administration & Finance Revision
NOTE: Along with a current resume, please provide a cover letter detailing your experience and why your are interested in this role with Clergy Community Coalition.
Position Overview
Missionwell is proud to partner with Cleargy Community Colition in their search for an Administrative Lead. This position serves as a central coordination and operations hub for the Clergy Community Coalition, strengthening internal systems, supporting leadership execution and communications, ensuring operational excellence and external engagement. This role provides high-level administrative support while also developing and maintaining workflows, systems, and coordination structures that enable CCC to function effectively in a season of growth.
The ideal candidate is a highly organized, proactive, and relationally & culturally intelligent professional who thrives in a fast-paced, mission-driven environment and brings both attention to detail and a systems-oriented mindset. Preference will be given to candidates from the communities of Altadena, Pasadena or Sierra Madre.
Clergy Community Coalition (CCC) is a faith-based nonprofit organization creating a flourishing community where the Church is mobilized to seek the well being of the City through interfaith collaborative partnership, social action, and advocacy. Based in Pasadena, CCC works alongside local partners, civic leaders, and underserved communities to advance systemic change and holistic community well-being.
Key Duties & Responsibilities
Executive & Administrative Support
Provide general administrative support to Operations and Program Directors and their respective departments.
Manage and maintain calendars, scheduling meetings and coordinating priorities
Draft agendas in collaboration with leadership to ensure clarity of purpose, outcomes, and flow
Capture notes and key organizational decisions, action items, and themes from meetings, and track follow-through to ensure accountability
Prepare meeting materials, briefing documents, and supporting resources for leadership
Handle correspondence, emails, and phone calls with professionalism and timeliness
Serve as a liaison between the CCC leadership and key stakeholders, ensuring clear communication
Maintain confidentiality and sound judgment when handling sensitive information
Operations & Systems Coordination
Maintain internal systems for scheduling, communications, document management, and workflow tracking (e.g., Google Workspace, Asana, CRM tools)
Support cross-team coordination by tracking priorities, timelines, and deliverables across CCC initiatives
Identify operational inefficiencies and recommend improvements to strengthen workflows and team effectiveness
Assist in developing and maintaining simple, scalable standard operating procedures (SOPs) for recurring activities
Support internal alignment by ensuring teams have the tools, information, and coordination needed to execute effectively
Meetings, Convenings, and Event Coordination
Coordinate logistics for meetings, events, and engagements
Manage vendor coordination, materials preparation, and on-site logistics as needed
Assist in maintaining a centralized calendar of CCC and partner events
Track attendance, feedback, and key takeaways from events to support evaluation and future planning
General Office Administration Support
? Maintain office organization, tidiness, supply inventory, and general administrative needs
? Manage incoming and outgoing mail and deliveries
? Maintain and organize files, documents, and records
? Manage check requests and check deposits for accounts payable/accounts receivable
Other Relevant Duties and Expectations
Interact with colleagues, leadership, partners, and the public in a manner consistent with CCC’s mission and values
Communicate in a manner that is clear, respectful, and tactful across all contexts
Collaborate effectively while taking initiative and ownership of responsibilities
Apply strong problem-solving skills to anticipate needs and resolve issues proactively
Maintain familiarity with organizational policies, procedures, and practices
Complete all required training satisfactorily and on time
Qualifications
Experience
3+ years in administrative, executive support, or office management, or operations coordination roles
Experience working with non-profit, faith-based organizations, or community-centered organizations preferred
Familiarity with coalition-building efforts preferred
Experience planning and coordinating events, convenings, or multi-stakeholder initiatives
Skills
Strong organizational, time management, and communication skills with proven ability to manage multiple priorities simultaneously
Exceptional capabilities in project management and coordination
Ability to track details while understanding broader organizational priorities
Excellent written and verbal communication skills
Ability to anticipate needs and proactively solve problems
Ability to lift up to 20 pounds occasionally (e.g., office supplies, event materials)
Tech Proficiency
Proficiency with Google Workspace, Microsoft Office Suite, and Zoom
Familiarity with CRM systems and project management tools (e.g., Asana) preferred
Ability to learn data entry and data management for various software packages
Professionalism
Professional presence, high level of discretion, professionalism, and relational and cultural intelligence
Savviness to interact with senior leaders, board members, major donors, and other key stakeholders to represent the organization well
Ability to manage stress and shifting priorities in an effective and productive way within a high-paced environment
Initiative
Self-directed, proactive, and solutions oriented
Strong sense of ownership and follow-through
Able to work independently and collaboratively
Mission Alignment
A heart for faith-rooted community work, justice, and collective impact
Alignment with team core values of community, wisdom, peace, love and integrity
Compensation & Benefits
Salary: $70,304 annually
Flexible work arrangements (In-Person with remote flexibility, as needed)
Paid holidays and time off
Eligible for benefits after the introductory period
Opportunity to contribute to meaningful community-driven initiatives
