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Young Life · 1 month ago

Executive Administrative Assistant for US Development

United States

Full-time

Onsite

Mid, Senior Level

$43K/yr - $54K/yr

5+ years exp

Young Life is a Christian organization focused on evangelism and discipleship. They are seeking an Executive Administrative Assistant to support the Vice President of U.S. Development by managing calendars, coordinating projects, and ensuring effective communication within the team.

ConsultingCRMInformation TechnologyLeisureRecreation

Culture & Values

Responsibilities

Manage the calendar of the Vice President. Determine the urgency of requests and priorities accordingly to complete tasks in a timely manner. Manage long-term view of calendars strategically by collaborating across the mission to drive efficiency and understanding executives’ priorities

Utilize strong analytical skills in a variety of time-sensitive, high-pressure situations and independently manage conflicts that arise affecting or potentially affecting the Vice President

Exercise judgment and independent initiative; handle time-sensitive matters that require concise problem-solving and confidentiality

Operate independently in absence of the supervisor, calling on staff when required; assist and advise Vice President on problems, sort correspondence, mail, and matters by order of importance and priority for immediate action upon supervisor's return

Assist the Vice President in preparing for meetings

Edit reports, proposals, and presentations for the Vice President. Consult across departments as needed on strategic communications and information

Responsible for arranging Vice President’s travel arrangements, itineraries, and background materials

Maintain Vice President’s expenses and submit expense reports monthly

Manage the Vice President’s office in a proactive and professional manner

Develop a workflow for the office including timelines, office procedures, and regulations for completing what is required of the office. Maintain the operating efficiency and integrity of the office of the Vice President

Interact daily with administrators and officers at all levels at Young Life, and other external stakeholders to manage and accomplish Vice President’s objectives

Operate at a sophisticated level of independence and advance decision-making responsibility to effectively exercise excellent judgment and discretion essential to handling sensitive and confidential matters

Analyze business materials and company communications, leverage observations to inform decision-making, and execute tasks strategically for all stakeholders

Identify process improvement opportunities proactively and recommend solutions with confidence to promote operational efficiencies

Drive deadlines and deliverables while adapting to ambiguity, and changing business needs or expectations; check in with the support team to provide guidance

Provide strategic planning documents

Construct and manage the budget of the Vice President

Schedule team meetings, prepare agendas, and record minutes. Manage any follow-up tasks and ensure completion

Plan and execute annual team in-person meetings, which may include booking venues, travel, and providing on-site logistical support

Qualification

5 years Administrative experienceAdvanced Microsoft OfficeFundraising experienceBudget managementProject managementCommunication skillsBasic accounting skillsDiscretionOrganizational skillsProblem-solving skillsConfidentiality

Required

5 years of Administrative work required

Ability to function in a role that requires a high degree of flexibility with the ability to independently interpret policies and solve non-routine, complex issues under minimal supervision, balanced with a willingness to request clarification/assistance when difficulties arise

Provide support with various projects which require the ability to manage multiple, concurrent tasks with the highest levels of professionalism, confidentiality, and timely turn-around

Excellent organizational skills with attention to detail and the ability to handle concurrent tasks and constant interruptions

Ability to work closely with other Executive Administrators to identify and balance priorities, requirements, and areas of need

Advanced Microsoft Office application skills (Word, OneNote, Excel, Powerpoint, and Outlook)

Excellent written and verbal communication skills with employees of all levels

Ability to be highly discreet and routinely handle confidential matters

Basic accounting skills

Possess good judgment, reasoning ability, and strong problem-solving skills

Travel is required