Executive Admin Assistant (Part-Time) - HR/PFC

Young Life • Colorado Springs, CO

1d • $21 - $26 • Remote

About The Position

Young Life is seeking a Part-Time Executive Admin Assistant to provide executive and operational support for three senior leaders in the People, Formation and Care department: the Vice President of Human Resources – International, Senior Director of Learning & Strategy, and the Chief Human Resources Officer. This role is crucial in supporting the mission of Young Life, which is to introduce adolescents to Jesus Christ and help them grow in their faith. The position requires a high degree of flexibility, independent judgment, and the ability to manage confidential matters with professionalism and discretion. The estimated workload is approximately 20-25 hours per week.

Requirements

• 5 years of Administrative work required.
• Ability to function in a role that requires a high degree of flexibility.
• Ability to independently interpret policies and solve non-routine, complex issues under minimal supervision.
• Willingness to request clarification/assistance when difficulties arise.
• Ability to provide support with various projects requiring management of 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.
• Proficiency with calendar management, virtual meeting platforms, and expense reporting systems.
• Ability to work independently while maintaining strong collaboration and responsiveness.

Nice To Haves

• BA preferred or equivalent experience.
• Strong organizational and communication skills.
• Ability to manage multiple priorities and calendars simultaneously.
• High attention to detail and follow-through.

Responsibilities

• Manage the calendar of the Vice President and other senior leaders.
• Determine the urgency of requests and prioritize tasks accordingly.
• Manage long-term calendar views strategically, collaborating across the mission to drive efficiency and understand executive priorities.
• Independently manage conflicts that arise affecting or potentially affecting the Vice President.
• Exercise judgment and independent initiative; handle time-sensitive matters requiring concise problem-solving and confidentiality.
• Operate independently in the absence of the supervisor, calling on staff when required.
• Assist and advise the Vice President on problems, sort correspondence, mail, and matters by order of importance and priority.
• 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.
• Arrange 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.
• 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.
• Analyze business materials and company communications, leverage observations to inform decision-making, and execute tasks strategically.
• Identify process improvement opportunities proactively and recommend solutions.
• Drive deadlines and deliverables while adapting to ambiguity and changing business needs.
• 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.
• Coordinate travel arrangements and itineraries for senior leaders.
• Complete and submit expense reports in a timely manner for senior leaders.
• Organize materials and logistics for meetings.
• Support follow-up coordination and administrative details for meetings.
• Assist with special projects and additional support needs as they arise.
• Manage and coordinate calendars for all three leaders.
• Schedule meetings and respond to meeting requests.
• Add meeting details and supporting information to calendar invites.
• Review upcoming schedules and confirm meeting attendance and logistics.
• Prepare and send weekly calendars/schedules to leaders.
• Ensure 1:1 meeting templates and materials are completed and attached to calendar invitations.

Benefits

• Ongoing education is encouraged.

What This Job Offers

• Job Type: Part-time
• Career Level: Executive
• Education Level: Associate degree