Administrative Assistant

California-Pacific Conference

Pasadena, California 91101

Full Time , On-Site

Administrative Assistant

The California-Pacific Annual Conference of The United Methodist Church is in search of an Administrative Assistant to support the Chief Financial and Benefits Officer and the Conference office. This role includes managing schedules, processing financial transactions, coordinating office operations, supporting committees, and maintaining records and supplies. The California-Pacific Annual Conference is seeking candidates who are efficient in handling various tasks, self-motivated and passionate about working in a mission driven environment.

Essential Functions:

· Provide high-level administrative support to the Chief Financial and Benefits Officer.

· Work with the CFBO to organize meeting details, such as meeting notices, virtual meeting arrangements, travel, meals, and accommodations for Council on Finance & Administration (CFA), Conference Board of Trustees (BOT) and district training events using scheduling tools.

· Process check requests, invoices, mileage, and expense reimbursements, including arranging group airfare and reimbursements as needed, and providing staff support for assigned committees or groups.

· Serve as the Conference Center Receptionist including directing calls, greeting guests, sorting and posting mail, and opening/closing the switchboard.

· Coordinate pastoral relocations in alignment with the Conference relocation policy, including communication with the moving company and processing related invoices and check requisitions.

· Prepare and compose correspondence, including confidential materials, and compile documents for distribution.

· Administer and maintain corporate purchasing accounts.

· Order office supplies as needed and process requests for computers, hardware, and software as directed by the CBFO.

· Manage and maintain subscriptions and orders for resource materials, ensuring timely renewals and availability as needed.

· Coordinate janitorial, HVAC, elevator, plumbing, and other building maintenance services for the office, and prepare check requests for related invoices.

· Manage the bidding process for maintenance, construction, and other services for the office, gathering proposals and information from vendors and providing them to the CBFO for final review and selection.

· Serve as the primary contact for the alarm system, assign and manage employee alarm codes, and update codes upon employee departures. Maintain building safety procedures, monitor access through the reception desk (logbook oversight, visitor badges), and manage the issuance of master and department keys.

· Other duties as assigned.

Qualifications:

· Associate degree required or equivalent experience; bachelor’s degree preferred.

· Minimum of three years of administrative support experience, preferably in a non-profit religious environment.

· Proficient in spreadsheet programs, including Microsoft Excel.

· Ability to maintain confidentiality in all aspects of employment and interactions with others.

· Organized and detail oriented.

· Self-motivated, able to plan ahead and work within deadlines.

· Excellent verbal and written communication skills.

· Ability to multi-task.

· High level of proficiency with MS Office products including Outlook, Word, Excel, PowerPoint.

· Knowledge of and familiarity with the United Methodist structure is helpful.

Additional Considerations:

· This position requires regular onsite presence at our Pasadena office.

· $32 - $36 per hour

Go to link to apply: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=366344&clientkey=E1CB377AF1A59C982D4A8BC33247365B

Closing Date: November 22, 2025

California Pacific Annual Conference of The United Methodist Church is an Equal Opportunity Employer and actively seeks and encourages applications from minorities, women, and individuals with disabilities. All offers of employment are subject to the applicant successfully completing background, reference, and other applicable checks.

No Staffing Agencies or Recruitment Firms

Organization: California-Pacific Conference

Contact: Samie Harris

Phone: 6153692314

Closing Date: 11/22/2025