Executive Administrative Assistant - Vice President of Administrative Services

Young Life•Colorado Springs, CO

10d•$24 - $30•Remote

About The Position

Because of Young Life’s exclusive Christian purposes of evangelism and discipleship as set forth in its Articles of Incorporation and in these Bylaws, and to reflect what has always been and will continue to be the position of Young Life, specifically the Christian belief that each and every employee and volunteer of the corporation should minister as a servant of God with the primary responsibility of proclaiming the gospel of Jesus Christ and, as such, is an integral part of the Christian mission and ministry of the corporation , Young Life shall only employ individuals or enlist volunteer leaders who: (a) profess a belief in Jesus Christ as their personal Savior and Lord; and (b) subscribe to the statements and policies required of all Young Life staff, including the Young Life Statement of Faith. Therefore, employees and volunteers of Young Life, during working and nonworking hours, shall: (i) be ready, willing and able to fulfill such ministry functions as may be required by the organization; (ii) refrain from conduct and statements that detract from the biblical standards taught and supported by Young Life, and (iii) abide by all policies and practices of Young Life including, without limitation, those related to religious belief or ministry activities. At Young Life, our mission is to introduce adolescents to Jesus Christ and help them grow in their faith. We invite you to join us in this life-changing work, building relationships and creating spaces where young people feel seen, known, and loved.

Requirements

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.
BA preferred or equivalent experience.
Ongoing education is encouraged.

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.
Manage Microsoft Outlook calendars and prepare schedules and arrangements for the vice president of Administrative Services.
Organize, coordinate and prepare small events and meetings.
Prepare monthly expense reports for the vice president of Administrative Services.
Receive, screen and review correspondence; assign to appropriate persons for reply; draft letters and reports for supervisor’s review.
Act as Content Steward for all web pages associated with Administrative Services, Risk Management and Legal.
Draft minutes, maintain corporate records, draft resolutions and update the Trustee Notebook annually.
Represent Administrative Services, Risk Management and Legal Services on the Product Owner Lead Team (POLT) and submit project work and change management requests.
Evaluate products/projects/programs from other departments/ministry segments and escalate needs to department experts, as needed.
Develop and maintain strong interdepartmental relationships and connections with field staff, field leadership and operations management to understand, synthesize, and prioritize field and operational needs while representing Risk/Legal needs and constraints.
Effectively manage projects for new or improved business processes and initiatives, including the following:
Supervise project activities including initiation, planning, monitoring/controlling, and closeout.
Facilitate project management processes and documentation throughout the lifecycle of the project.
Manage project scope and schedule.
Implement quality planning and management.
Organize teams and facilitate team meetings.
Identify, report on, and respond to risks, assumptions, and status of projects.
Facilitate and assist in implementing a project communications plan.
Ensure that all documentation is properly completed.
Conduct project review and collect feedback.
Create and implement change management plans for project activities.
Develop and maintain processes and procedures to effectively oversee Administrative Services programs.
Lead the development of new programs, projects, and initiatives.
Management of Administrative Services programs that include, but are not limited to: Screening/ Compliance Management (Conflict of Interest, DQ, Confidentiality/Data Security) Policy Management