HCM Administrative Assistant

Job Title: HCM Administrative Assistant Location: San Jose Job Type: Full-Time, Hourly M-F (Friday with option of remote) 8:00am-5:00pm | 1 hour lunch *Flexibility for Sunday Required Events* Job Summary: The Admin Assistant for Hope Carpenter Ministries plays a vital role in supporting the day-to-day operations of the Inner Circle Mentorship Program, ministry communications, outreach initiatives, and executive administrative functions. This role also supports HCM’s oversight ofRedemption’s local and international outreach arm, including volunteer engagement and event execution, while assisting in the administration of women’s events, conferences, and retreats. This position ensures excellence in member experience, timely communication, and accurate administrative management across multiple platforms. Key Responsibilities 1. Inner Circle Platform Administration (Circle App) • Manage and maintain the Inner Circle community within the Circle platform • Upload and organize weekly teachings, replays, and resources • Monitor community engagement, posts, and member activity • Ensure content is current, accessible, and aligned with ministry standards • Assist in moderating discussions and maintaining a positive, encouraging environment • Support onboarding of new members within the platform • Onboard and support Inner Circle Life Group Leaders, including communication, resource distribution, and ongoing engagement 2. Membership Management (MemberPress) • Oversee member accounts, subscriptions, and billing within MemberPress • Process new member registrations and cancellations • Troubleshoot and resolve member access or payment issues • Maintain accurate membership records and reporting • Coordinate with leadership on membership updates, launches, or changes 3. Email & Communications Management • Monitor and manage multiple HCM inboxes daily • Respond to emails in a timely, professional, and pastoral manner (within 48 hours) • Route inquiries to appropriate departments when necessary • Handle incoming and outgoing mail, emails, and other correspondence • Maintain organized inbox systems (labels, folders, flags) • Ensure clear, consistent, and brand-aligned communication across all responses 4. Outreach & Volunteer Engagement (Local & International) • Support HCM’s oversight of Redemption’s local and international outreach initiatives • Assist in recruiting, onboarding, and managing outreach volunteers • Maintain volunteer databases, communication, and engagement touchpoints • Coordinate volunteer scheduling and assignments for outreach efforts • Assist in planning and executing outreach events, both local and global • Ensure clear communication and follow-up with volunteers before, during, and after events • Support reporting and tracking of outreach participation and impact 5. Women’s Events, Conferences & Retreats Support • Assist in the planning, coordination, and execution of women’s events under Hope Carpenter Ministries • Support logistics for conferences, retreats, and special gatherings (registration, communication, materials, etc.) • Coordinate volunteer support and attendee communication for events • Assist in preparing event materials, schedules, and administrative needs • Support post-event follow-up, reporting, and communication 6. General Administrative & Office Support • Maintain office supplies inventory by checking stock levels and ordering as needed • Input, update, and maintain data in databases and spreadsheets with a high level of accuracy • Generate and distribute regular reports, summaries, and presentations • Prepare and edit documents, reports, and presentations as needed • Assist with special projects and initiatives, including research and coordination of tasks • Ensure compliance with ministry policies, procedures, and applicable regulations 7. Financial & Operational Administration • Process expense reports, invoices, and purchase orders with accuracy and timeliness • Manage the Director’s expense reports and ensure proper submission and reimbursement • Support basic financial tracking and documentation as needed 8. Confidentiality & Professional Standards • Handle confidential information with discretion and the highest level of professionalism • Maintain integrity and trust in all communications and administrative functions Requirements Qualifications: • High school diploma or equivalent required; associate degree or higher preferred • Proven experience as an administrative assistant, executive assistant, or in a similar role supporting senior leadership • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management systems • Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines • Excellent written and verbal communication skills, with a warm, professional, and ministry-centered tone • High attention to detail with strong problem-solving abilities • Ability to manage multiple platforms, projects, and responsibilities simultaneously • Demonstrated ability to work independently, take initiative, and follow through on tasks in a timely manner • Ability to handle sensitive and confidential information with discretion and professionalism • Professional demeanor with the ability to interact effectively across all levels of the organization • Commitment to excellence in representing Hope Carpenter Ministries • A heart for people and a passion for ministry, outreach, and community impact • Experience with Circle, MemberPress, or similar membership/community platforms • Background in administrative, executive assistant, or ministry support roles • Experience in volunteer coordination, event planning, or outreach initiatives • Proficiency in Google Workspace and/or additional project management tools Benefits Medical, Dental, Vision Accrued Vacation, front-loaded Sick pay, Retirement Plan Options Staff Appreciation Days with pay as provided by Leadership Flex Days as provided by Leadership/ Supervisor