Executive Administrative Assistant - Vice President, Strategic Initiatives & Integration

Young Life requires all employees to sign a Statement of Faith. Because of Young Life’s exclusive Christian purposes of evangelism and discipleship, employees and volunteers must profess a belief in Jesus Christ as their personal Savior and Lord, subscribe to the Young Life Statement of Faith, and abide by all policies and practices of the organization.

About the role

Partnering with and reporting to the Vice President of Strategic Initiatives & Integration for the US Field (VPSII), this position advances the Young Life mission to introduce adolescents to Jesus Christ and help them grow in their faith by leading spiritually, accelerating national field initiatives, supporting operations and venue-production, and ensuring administrative excellence.

Responsibilities

Administrative Support

• Provide administrative support to the VP Strategic Initiatives & Integration
• Proofread a variety of documents
• Articulate policies and documents to staff and volunteers
• Organize and respond to, as appropriate, incoming correspondence
• Manage calendar, schedule and inboxes
• Provide primary phone support
• Provide support for executive recruitment interview materials
• Coordinate all travel, meeting arrangements and conference calls
• Draft general letters and reports
• Draft PowerPoint presentations, agendas and other presentations as needed
• Manage office files and records for easy retrieval
• Act as a liaison with internal experts and colleagues to resolve issues

Budget and Accounting

• Manage budget costs of expense accounts to ensure expenditures do not exceed budget limits
• Create, maintain and/or analyze Excel spreadsheets for accounting reports
• Manage expense reports and serve as proxy for purchase card transactions for the VP Strategic Initiatives & Integration
• Work with the Finance department to monitor and correctly categorize expenses

Advance National Field Initiatives

• Proactively build collaborative, trusted relationships with stakeholders
• Ensure projects ultimately serve the frontline work of Young Life leaders with kids; seek field perspective, foster field partnership, and evaluate in light of field impact
• Collaborate with functional partners to leverage their expertise
• Lead, select, coordinate, and serve on project teams
• Contribute to all phases of project management, including initiation/definition, planning, executing, measuring/evaluating, and follow-up
• Develop, execute, and evaluate plans for change management, communication, marketing, and implementation
• Ensure monitoring, measurement, and impact-reporting
• Research and benchmark with entities external to Young Life
• Optimize integration with existing goals, teams, channels, workflows, etc.
• Utilize existing Young Life technology and explore additional technologies

Key priorities include growing Volunteer Leaders and the Greater Opportunity Network.

Produce and Host Gatherings

• Confirm goals, attendees, calendars, and schedules
• Create and share agendas, pre-reads, and related materials
• Partner with stakeholders to plan and execute agendas
• Take, synthesize, and publish minutes and follow-up materials
• Serve as Zoom producer for virtual meetings
• Collaborate with on-site partners (camp staff, hotels, event coordinators) for in-person meetings
• Provide unreasonable hospitality and service to all guests/attendees

Assist the Vice President of Strategic Initiatives & Integration

• Develop, edit, and maintain written communication and correspondence
• Utilize Young Life design resources to polish and brand communications
• Organize and maintain files
• Coordinate Human Resources procedures for direct reports of VPSII such as hiring, onboarding, 1:1 meetings, performance management, etc.
• Produce, interpret, and share quantitative statistics and impact reports
• Help manage calendar, travel, and email of VPSII as requested

Partner in Financial Health

• Assist the VPSII with cultivation, solicitation, and stewardship of benefactors
• Engage in fundraising with personal network
• Monitor and track budgets for cost centers, projects, and meetings
• Create, approve, and manage expense reports
• Process contracts, payments, and invoices

Spiritual Leadership

• Model ongoing growth as a disciple of Jesus and spiritual leader
• Develop and follow a formation plan that includes spiritual disciplines, solitude, and participation in the Church
• Integrate prayer into all essential duties
• Actively participate in the spiritual life of the Young Life community

Requirements

• High level of confidentiality and ability to handle sensitive information appropriately
• Represent the Office of Strategic Initiatives & Integration in a friendly and professional manner
• Excellent professional communication skills, both verbal and written
• Ability to multi-task assigned ongoing projects to completion
• Ability to learn and operate related computer systems
• Demonstrated proficiency in Microsoft Office Suite with 55-60 wpm
• Demonstrate the ability to work well independently and with others
• 5-7 years of administrative experience preferred working for senior executives
• College degree preferred
• Office environment but will also involve some travel

Key Qualifications

• Deep understanding of and commitment to the Young Life mission
• Desire to lead spiritually through service, hospitality, and often-unseen detail-work
• Relational capacity and interpersonal skills to build connections with a wide array of people
• Growth mindset that includes a commitment to ongoing development of self-awareness, emotional intelligence, and cultural intelligence
• High appetite to listen, ask questions, learn, adapt, and improve
• Inclination to grow via seeking/receiving/sharing feedback, reflection, and coaching
• Ability to manage multiple complex projects at once
• Full command of detail-oriented work while not losing sight of the big picture
• Ability to write simple, streamlined, and compelling communication
• Agreement to maintain confidentiality of sensitive information
• Proficient in Google Workspace
• Willingness to learn and utilize technology that is evolving within Young Life
• Proactive self-motivation, self-discipline, and self-accountability necessary to thrive when working remotely without direct supervision
• Enjoyment of collaboration with VPSII that includes a high level of responsiveness and partnership
• Availability to travel 2-4 times a year for 2-4 days at a time
• Openness to participate in the frontline work of Young Life leaders with kids through local Young Life and/or camp assignments

Pay

In the U.S., the standard base pay range for this role is $44,800 - $60,000 depending on relevant education, experience, and location. This role will also have a fundraising component of $10,000 - $15,000.

Schedule

• Office environment with some travel required (2-4 times a year for 2-4 days at a time)