Adminstrative Assistant

Hiring company: Harvest in the Gardens Source: Harvest In The Gardens - JazzHR Administrative Assistant Bahamas Harvest Church (BHC) & Harvest in the Gardens (HITG) — Nassau, Bahamas Bringing Clarity, Organization, and Follow-Through to Every Assignment Bahamas Harvest Church and Harvest in the Gardens are two distinct, mission-driven organizations committed to serving people, strengthening communities, and creating meaningful experiences with excellence, integrity, and purpose. We’re seeking a highly organized, dependable, and service-oriented Administrative Assistant to provide administrative support to the Chief Operating Officer (COO) in connection with the COO’s responsibilities across both organizations. This role is ideal for someone who communicates exceptionally well, protects confidential information, works effectively across different teams, and remains organized and productive in a demanding environment. The successful candidate will be comfortable working within clear expectations, exacting standards, direct communication, and a high level of accountability. They will take ownership of assignments, respond constructively to candid feedback, and maintain accuracy and professionalism even when priorities shift or pressure increases. About the Role The Administrative Assistant provides day-to-day administrative and clerical support to the COO for work involving Bahamas Harvest Church and Harvest in the Gardens. The position assists with document preparation, record keeping, data entry, meeting coordination, correspondence, filing, project administration, cross-functional follow-up, and other assigned office activities. This is a fast-paced support role in which details matter, deadlines are important, and incomplete follow-through can affect multiple teams. The Administrative Assistant must be able to organize their own workload, clarify expectations, manage competing assignments, and keep work moving without requiring constant supervision. While the position supports the COO and works across both organizations, it remains an administrative support role and does not carry independent executive authority or decision-making responsibility. What You’ll Do General Administrative Support • Provide reliable day-to-day administrative and clerical support to the COO. • Assist with administrative assignments involving Bahamas Harvest Church and Harvest in the Gardens. • Prepare, format, copy, scan, review, and distribute documents. • Assist with correspondence, reports, presentations, forms, notices, and other materials. • Complete data-entry and record-keeping assignments accurately. • Maintain administrative checklists, trackers, schedules, and routine reports. • Organize information and materials for assigned projects. • Monitor deadlines and follow up on outstanding administrative tasks. • Confirm instructions, requirements, and due dates when assignments are received. • Review completed work carefully before submission. • Take ownership of assigned tasks and see them through to completion. Communication & Cross-Functional Coordination • Communicate clearly, professionally, and respectfully with teams across BHC and HITG. • Share accurate information with the appropriate people in a timely manner. • Follow up with ministry leaders, department leaders, and team members to obtain required information. • Ask focused questions when expectations or instructions require clarification. • Keep relevant stakeholders informed of progress, delays, missing information, or potential concerns. • Adjust communication appropriately for ministry, hospitality, operational, and leadership environments. • Handle difficult, urgent, or sensitive conversations with maturity and sound judgment. • Receive direct feedback professionally and make required corrections promptly. • Avoid assumptions by confirming important details before proceeding. • Maintain a helpful, solutions-oriented approach when working across teams with different priorities. Confidentiality & Professional Judgment • Protect confidential employee, ministry, operational, financial, leadership, and organizational information. • Exercise discretion in conversations, written communication, record handling, and workplace interactions. • Share sensitive information only with authorized individuals. • Maintain appropriate boundaries when working with confidential or restricted matters. • Recognize situations requiring additional guidance or escalation. • Avoid discussing confidential assignments in public or unauthorized settings. • Demonstrate integrity, sound judgment, and professionalism at all times. • Maintain confidentiality even when working under pressure or responding to urgent requests. Meetings & Activities • Schedule routine meetings and appointments as assigned. • Coordinate meeting rooms, technology, documents, refreshments, and other logistical requirements. • Prepare and distribute meeting agendas and supporting materials when requested. • Record and distribute accurate meeting minutes when assigned. • Track routine action items and follow up with responsible parties. • Assist with administrative preparations for ministry activities, training sessions, hospitality meetings, conferences, and special events. • Confirm that required information, materials, and spaces are prepared before meetings or activities begin. • Respond quickly and calmly when plans, participants, or requirements change. Records & Information Management • Organize and maintain accurate digital and physical filing systems. • File correspondence, reports, forms, meeting documents, and other organizational records. • Maintain clear separation and proper organization of records belonging to BHC and HITG. • Retrieve files and information for authorized team members. • Assist with document storage, archiving, retention, and disposal procedures. • Review records for completeness and report missing or inaccurate information. • Apply consistent file-naming, tracking, and document-management practices. • Ensure information remains accurate, secure, accessible, and up to date. Project & Office Support • Provide administrative assistance for projects coordinated by the COO across both organizations. • Maintain project documents, timelines, trackers, and supporting materials. • Collect updates and required information from assigned contributors. • Prepare routine status updates and administrative summaries. • Identify approaching deadlines, missing information, and incomplete action items. • Reorganize priorities when urgent assignments arise without losing track of existing responsibilities. • Monitor office supplies and prepare approved purchasing or replenishment requests. • Receive, sort, and distribute mail, packages, documents, and deliveries. • Report equipment, facility, supply, or administrative concerns promptly. • Perform any other duties reasonably assigned by management, in accordance with applicable organizational policies and Bahamian labor laws. Who You’ll Work With The Administrative Assistant reports directly to and provides administrative support to the: • Chief Operating Officer (COO) The role works cross-functionally with teams across both organizations, including: Bahamas Harvest Church • Pastors and Ministry Leaders • Ministry Teams • Department Leaders • Church Partners • People & Talent • Finance and Administrative Teams Harvest in the Gardens • Department Leaders • Operations Teams • Events & Experiences • Hospitality Teams • People & Talent • Finance and Administrative Teams The position may also communicate with visitors, vendors, service providers, and other external stakeholders. What We’re Looking For • Associate’s degree in Business Administration, Office Administration, or a related field, or an equivalent combination of relevant education and professional experience. • At least three (3) years of administrative, clerical, office-support, or related experience. • Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. • Excellent written, verbal, and interpersonal communication skills. • Ability to communicate clearly and confidently with people at different levels of both organizations. • Demonstrated ability to protect confidential information and exercise sound judgment. • Strong organizational, prioritization, and time-management abilities. • Ability to self-manage, maintain momentum, and complete assignments without constant follow-up. • Ability to work effectively under pressure while maintaining accuracy and professionalism. • Ability to manage changing priorities without losing track of deadlines or details. • Ability to work within clear expectations, established procedures, and high performance standards. • Ability to receive direct, candid feedback without becoming defensive. • Willingness to correct errors quickly and apply feedback consistently to future work. • Strong attention to detail and commitment to producing complete, accurate work. • Ability to follow instructions precisely and seek clarification when needed. • Strong cross-functional collaboration and relationship-building skills. • Ability to distinguish between matters that can be handled independently and those requiring guidance. • Dependability, integrity, maturity, adaptability, resilience, and consistent follow-through. • Respect for the missions, values, standards, and cultures of both Bahamas Harvest Church and Harvest in the Gardens. Preferred Qualifications • Experience working in a fast-paced, high-accountability environment. • Experience supporting a leader with exacting standards and a direct communication style. • Experience coordinating assignments across multiple departments or related organizations. • Experience working in a church, ministry, nonprofit, hospitality, or operational environment. • Familiarity with scheduling software, document-management systems, and collaboration platforms. • Experience preparing reports, presentations, meeting minutes, and organizational correspondence. • Experience maintaining project trackers and following up across multiple teams. • Experience handling sensitive or confidential organizational information. • Experience supporting meetings, ministry activities, hospitality operations, conferences, or special events. What Success Looks Like Success in this role means: • The COO receives dependable, accurate, and responsive administrative support. • Assignments involving BHC and HITG are completed correctly and on time. • Instructions are understood, followed carefully, and carried through to completion. • Documents, reports, correspondence, and records meet established quality standards. • Communication across teams is clear, timely, accurate, and professional. • Confidential information is protected consistently. • Follow-up occurs without repeated reminders. • Deadlines, commitments, and outstanding action items remain visible and organized. • Changing priorities are handled calmly without important assignments being overlooked. • Errors are acknowledged, corrected promptly, and not repeatedly made. • Direct feedback is received professionally and translated into improved performance. • Potential delays, missing information, and concerns are communicated early. • Information belonging to each organization remains properly organized and clearly separated. • Ministry and operational teams receive courteous, collaborative, and solutions-oriented support. • High standards are maintained even during demanding or high-pressure periods. Working Conditions This position operates in a fast-paced, high-accountability environment supporting work across two active organizations. Priorities may change quickly, multiple assignments may require attention at the same time, and some requests may carry short deadlines. The Administrative Assistant must be able to remain composed, organize their workload, communicate concerns early, and continue producing accurate work under pressure. The working environment values clarity, precision, accountability, direct communication, confidentiality, and consistent follow-through. Performance expectations and feedback may be communicated candidly. The successful candidate will respond professionally, make adjustments promptly, and remain focused on the required outcome. The role involves regular computer and telephone use, document preparation, filing, meetings, and interaction with employees, ministry leaders, church partners, hospitality teams, visitors, and external stakeholders. Regular coordination between Bahamas Harvest Church and Harvest in the Gardens may be required. Some assignments may also require support outside standard office hours. Join the Team If you’re an organized, resilient, and service-minded professional who communicates clearly, protects confidentiality, welcomes accountability, and takes pride in delivering accurate work under pressure, we’d love to hear from you. Join Bahamas Harvest Church and Harvest in the Gardens as our Administrative Assistant and provide the dependable, cross-functional support that helps both organizations move important work forward.