Executive Administrative Assistant – Part Time

Role Overview

• Provide communication and administrative support for the Young Lives Volunteer Advisory Board, including scheduling, preparing materials, and ensuring timely follow-up.
• Assist with the coordination of 3–5 in-person meetings per year, including logistics, travel support, and on-site needs.
• 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.
• 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.

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.