EXECUTIVE ASSISTANT

About the Role

The executive assistant coordinates and provides high‑quality, holistic administrative support to the assigned executive.

Responsibilities

• Provide daily support to the executive by answering calls, emails, voicemails, and through regular 1‑on‑1 appointments.
• Maintain the executive’s calendar of appointments, commitments, and deliverables.
• Assist in preparing agendas, pre‑read materials, reports, and taking minutes for board, executive, and management meetings.
• Prepare draft correspondence for executive approval or respond on the executive’s behalf within delegated parameters.
• Arrange logistics and accommodation for travel.
• Track spending throughout the fiscal year and identify variances against the predetermined budget.
• Track key relationships stewarded by the executive, including interests, key dates, and gift‑report schedules; manage documentation and prepare reports for senior leadership.
• Research, troubleshoot, and track gifts on behalf of major giving partners seeking internal assistance or clarification.
• Collaborate with other departments to ensure positive executive interaction with leadership and constituents across the organization.
• Keep the executive informed of upcoming meetings, agendas, commitments, responsibilities, and decision‑required items, with appropriate follow‑up.
• Work with the Strategic Alignment Division to produce major donor events according to established standards of quality.
• Prepare and ship needed materials in advance of the executive’s arrival, or serve as part of the advanced arrival team as required.
• Handle confidential and sensitive information in a professional manner.
• Create and document key processes; assist in authoring, revising, chartering, or de‑chartering action plans.
• Integrate the personal and professional life of the executive to prolong longevity and increase mission effectiveness.
• Lead a variety of special projects as assigned by the executive (as Action Plan leader or team member).

Primary Stewardship

Employees may be assigned a Primary Steward of any of the following: volunteers, donors, vendors, chapters, or Process, Standard and Best Practices (PSBPs). Specific assignments are listed in the task list. All employees serve as Secondary Stewards, supporting the Primary Steward in areas such as YFC compliance, legal, risk, strategic planning, fund development coaching, staff development coaching, new ministry site development, process stewardship, or other equipping roles.

Spiritual Responsibilities

Because Youth for Christ USA’s mission is to communicate the Gospel to young people and their families, employees are recognized as associate ministers of the Gospel. Employees are expected to:

• Seek God’s guidance and wisdom through prayer and meditation for the organization and specific ministry initiatives.
• Participate in and lead regular times of prayer, devotion, and worship as part of their role.
• Teach and preach from the Holy Bible at staff meetings, conferences, camps, and events.
• Model empathy, humility, and care for all people, promoting equity and inclusion in both word and practice.
• Optionally be commissioned or licensed as a minister of the Gospel through YFC’s process, or ordained by an outside body recognized by YFC USA.

Requirements

• Service‑oriented mindset dedicated to meeting the executive’s expectations and maintaining effective relationships.
• Excellent organizational skills and strong attention to detail.
• Experience in administrative support with the ability to make appropriate decisions regarding time management.
• Excellent verbal and written communication skills, with experience or interest in partnership development.
• High degree of professionalism and sensitivity to the executive’s personal and work‑related commitments.
• Proactive ability to anticipate needs, events, or issues that may arise.
• Maintain a high level of integrity, confidentiality, and discretion.
• Demonstrated humility, resilience, and reliance on God, others, and self.
• Joyful camaraderie: prioritize missional outcomes, active listening, problem‑solving, and empowerment of fellow believers.
• Courageous faithfulness: communicate needs and limits with emotional intelligence, seeking confidence and wisdom in Christ.
• Kingdom‑inspired diversity: foster inclusive, inviting environments and empower historically marginalized and indigenous populations.

Credentials

• High School diploma or GED required.
• Bachelor’s degree preferred.
• 5+ years of experience supporting executives.

Fundraising Responsibilities

All YFC employees are expected to regularly and actively participate in stewardship activities, including extending invitations to fundraising events, recruiting personal circles of influence/YFC donor contacts, sending letters, handwritten notes, personal calls, and personally ministering to donor contacts.