Ministry Coordinator

Job Title: Ministry Coordinator

Department: Development/Admin

Reports to: Chief Operating Officer

Effective Date: September 15, 2026

For more than 60 years, Guidelines international has shared the message of Jesus Christ with people around the world through practical, Bible-based content. Working with ministry partners, we create, translate and distribute content in heart languages through radio, podcast, video and social media.

Our mission is simple: To start conversations that move people toward Jesus.

Job Summary

Guidelines International is seeking a highly organized and service-minded professional to support the Development and Executive teams. This role blends executive administrative support, office operations and event hospitality. The ideal candidate is comfortable moving between detail-heavy administrative work, donor-facing warmth, and hands-on hospitality tasks — often in the same day.

Duties and Responsibilities

Donor Relations Support

Process incoming donor mail, gifts, and receipts (digital and paper)
Enter cash and check donations
Create and manage constituent profiles in Customer Relationship Management System (CRM)
Format monthly donor receipt letters in CRM
Coordinate donor meetings, stewardship visits, and follow-up tasks
Prepare donor materials for department meetings and events
Maintain donor interaction history and documentation in CRM
Take donor calls; process phone donations; pray with donors when needed
Prepare and mail new donor packets, birthday cards, and prayer cards
Source and prepare donor gifts when needed

Administrative Support

Assist executive team with tasks such as calendar, scheduling, and meeting logistics
Draft and send correspondence; track follow-up items
Coordinate board meeting logistics, preparing any materials needed for the meeting
Coordinate travel logistics (flights, rental cars, itineraries, welcome materials)
Answer inbound calls; process incoming and outgoing mail
Order and restock office supplies; monitor inventory and anticipate needs

Events & Hospitality

Greet all ministry guests
Ensure all kitchen and hospitality supplies are stocked
Plan and staff donor lunches, dinners, and guest visits (shopping, food orders/pickup, meal prep and service, setup/cleanup, dishes, linens)
Manage the office kitchen as part of overall hospitality (stocking, cleanliness, guest readiness)

Other Duties as Required

Required Skills/Abilities

Strong personal commitment to Jesus Christ and Guidelines' Purpose, Mission Statement, Statement of Faith and Biblical Standards of Faith and Conduct. The employee must affirm and uphold these commitments and demonstrate conduct consistent with Guidelines' Biblical beliefs, values, mission and ministry witness.
Written Communication: Strong written communication and attention to detail.
Discretion: Comfortable handling confidential donor and financial information with discretion.
Service Orientation: A collaborative, service-oriented approach — the hospitality component of this role is outward facing as well as administrative.
Tech/Software Proficiency: Microsoft Office (Word, Outlook, Excel, PowerPoint, SharePoint), Slack, CRM experience helpful, and a willingness to learn new software.

Education and Experience

Bachelor's Degree
Experience: 5+ years in administrative or office management role, hospitality and events with non-profit, ministry experience preferred.

Desired Characteristics

Emotional Intelligence: Mature and composed with excellent interpersonal skills to engage with a wide variety of people.
Energetic: Enthusiastic and proactive in handling tasks and responsibilities.
Flexible: Ability to multitask and adjust priorities in a fast-paced environment.
Self-Starting: Anticipates needs, works independently, and solves problems with professionalism and discretion.
Organizational: Highly detail-oriented and skilled at keeping team tasks organized.
Hospitality-Minded: Genuine warmth serving guests and donors, moving easily between quiet administrative work and hands-on hospitality tasks.
In-Office Commitment: Ability to work in the office five days a week, with occasional evenings for donor events.

Physical Requirements

Able to lift and carry event and kitchen supplies; a mix of desk-based administrative work and active, on-your-feet hospitality tasks; ability to work occasional evenings for donor events.

FLSA Classification

Non-Exempt

Salary/Hours/Benefits

Full-time hourly (40 hours a week)
Hourly rate range: $25-$32/hour
Guidelines offers competitive benefits and compensation packages to employees, including but not limited to medical insurance, paid holidays, paid vacation sick leave and a 403(b)-retirement plan.

Location

Mission Viejo, California