Executive Administrative Assistant

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Job Specific Working Conditions:

Additional Job Responsibilities

• Provide communication and administrative support for the Young Lives Volunteer Advisory Board, including scheduling, preparing materials, and ensuring timely follow-up.
• Assist with coordination of 3–5 in-person meetings per year, including logistics, travel support, and on-site needs.
• This is a part-time position with the potential to expand into a full-time role, adding support for another staff member as needs arise.

Note: The anticipated hourly rate for this position can range from $20.90-$26.15 depending on relevant education, experience, and location.

• 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.

Office of the Vice President

• 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.

Project Management

• 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.

Team Meetings

• 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.

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

• This position is remote.

• 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.