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Executive Administrative Assistant - VP YoungLives Ministries

Department: YoungLives Ministries
Location: Bethel, CT

This position assists the mission-wide YoungLives vice president in supervising and casting vision for reaching ďevery kidĒ with a focus on pregnant and parenting teenagers throughout the mission of Young Life.

Essential Duties:

Written and Verbal Communication

  • Prepare newsletters, appeal letters, reports and other materials.†
  • Assist in maintaining the fundraising strategy, ensuring excellence in communication to donors.
  • Assist office with updating msites and other online resources as necessary.
  • Maintain a healthy relationship with the board and divisional coordinators. Communicate regularly with these teams as necessary.†
  • Prepare and send notes and follow up materials for meetings.
  • Send weekly updates to staff team.

Administration

  • Assist to ensure the development and implementation of measurable plans for the health, nurture and encouragement of staff, volunteer leaders, and board/committee members in the mission.
  • Analyze and interpret policy and guidelines set up by the VP and/or Service Center; resolve problems and questions in the absence of the VP.
  • Make appointments, schedule Zoom calls and track the calendar for the office and VP.
  • Facilitate the staff evaluation process for VP direct reports (global office and divisional staff).
  • Looking ahead and planning ahead on behalf of the VP.
  • Assist in overseeing financial health of direct reports, camping and operating budget.
  • Prepare monthy expense reports for VP and review expense reports of direct reports.
  • Maintain cash flow and yearly budget planning for office, camp budgets and divisional coordinators.
  • Compile compensation information for the VPís review and approval before submission to HR.
  • Accurately process and pay all monthly expenses/bills.
  • Build contact list of individuals and donors and teams as directed by the VP.
  • Provide administrative support which may include: coordinating travel arrangements, screening phone calls, prioritizing mail, arranging conference calls, maintaining useful filing systems, ordering supplies and other duties as requested.
  • Accurately handle donations (cash and non-cash gifts).
  • Function as primary phone contact and provide information as requested.
  • Maintain a professional and functional office environment.
  • Maintain a roster with staff information.
  • Verify and oversee regional and divisional stats within the Growth Planning Software (GPS) system. Create division and national reports.
  • Provide administrative support for YoungLives camping in the US in collaboration with Young Life Camping staff and YoungLives camp administrators. Manage camp requests and camp assignments in collaboration with the VP.
  • With VPís approval, manage and distribute camp discretionary funds.
  • Work with VP to develop effective systems for the office (communication schedules, performance management, tracking investments, etc)
  • Work with VP to plan and execute social media presence with Digital Media Specialist.

Event Planning

  • Coordinate VP travel arrangements, as needed.
  • Attend and coordinate logistics for global office staff, global board meetings and other national YoungLives events.† (including travel arrangements, securing meeting facilities, AV needs, menus, assist as needed with agenda items, etc.)

Training

  • Attend national administrator training when needed.

Other

  • Maintain a healthy working relationship with executive administrator within the Diversity Office.
  • Make delegated decisions under the authority of the VP that may affect the operating direction of the field.
  • Resolve problems and questions in the absence of the VP, as appropriate.

Education:

  • BA preferred or equivalent experience.
  • On-going education encouraged.

Working Conditions

  • Professional environment.
  • Occasional travel throughout the year.
  • Travel required.

Qualifications for the Job:

  • At least two years previous experience as an executive administrative assistant for a vice president, president or director of a large company or organization.
  • Knowledge of Young Life preferred.
  • Knowledgeable about office management and supervisory techniques; capable of planning the work of others if applicable.
  • Excellent organizational skills with attention to detail and the ability to handle concurrent tasks and constant interruptions.
  • Demonstrated proficiency in Microsoft Office Suite.
  • Must have strong written and verbal communication skills.
  • Ability to maintain confidentiality.
  • Basic accounting skills.
  • Must be able to establish effective working relationships with Young Life field staff and offer excellence in customer service to Young Life staff and the public.
  • Professional and pleasant phone presence.
  • Possess good judgment, reasoning ability and strong problem solving skills.

This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skill, efforts or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions.

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