Events Administrator

The Event Administrator will ensure the successful delivery of assigned executive meetings, events and administrative tasks within the Events department of YFC USA.

Essential Functions

Event Leadership:

• Responsible for assigned events to be delivered according to the established Event Charter.
• Responsible to plan and execute each assigned event according to the Event Charter, Project Sponsor, other event documents, and established procedures.
• Form and lead event and content teams. These teams will be self motivated and creative, ensure the integration of YFC’s cultural attributes, and be accountable to deliver the chartered event.
• Contribute to a team environment where YFC’s cultural attributes are fully realized and work support is easily given and gained
• Develop new and existing relationships with potential and current event stakeholders and project sponsors.,
• Assignment of minimum essential personnel for event delivery according to established event charters.
• Provide clear, succinct, and professional communication to all event stakeholders. Inspire confidence with both internal and external event partners.
• Provide clear direction to event teams and hold them accountable according to scope/quality, timeline, and cost expectations.
• Responsible for all onsite event activities.
• Responsible to debrief event with all stakeholders, document lessons learned, and provide updates to documents in advance of future or concurrent event cycles.
• Proactively support the Events Department administratively through event process documentation, email inbox management, and additional responsibilities as assigned.

Financial Leadership:

The Event Administrator will be responsible to and proactively manage assigned budgets for events within the Events department.

• Detailed understanding of approved event budgets
• Responsible to coordinate with event team members and Events Lead to ensure budget performance meets or exceeds expectations
• Proactively works with outside event vendors to ensure services promised/rendered are within budgeted range and contracted deliverables.

Support of the National Service Center and Strategic Plan:

• Lead or contribute to matrixed work as assigned
• Abide all deadlines and procedures
• Complete routine tasks (task list documents, use of systems, performance review, budget processes etc.)

Primary and Secondary Stewards:

Employees may be assigned a Primary Steward of any of the following:

• Volunteer(s)
• Donor(s)
• Vendor(s)
• Chapter(s)
• Process, Standard and Best Practices (PSBPs)

Specific assignments for the Primary Steward will be listed in the Task List.

All Employees are assigned the role of Secondary Steward, which plays a supporting role to the Primary Steward to serve a chapter in a specific way, for a specific timeframe as determined by the Primary Steward. Secondary Stewards can be assigned to focus on specific management issues like YFC compliance, legal, risk, strategic planning, fund development coaching, staff development coaching, new ministry site development, process stewardship or a variety of other equipping roles.

Spiritual Responsibilities:

Because the overriding religious purpose and mission of Youth for Christ USA is to communicate and introduce the Gospel of Jesus Christ to young people and their families, and in that regard to make, educate and encourage life-long disciples of the Lord Jesus Christ, it is very important that you as an employee in the movement of Youth for Christ be recognized as an associate minister of the Gospel.

As an employee of Youth for Christ and an associate minister of the Gospel, YFC expects all employees to:

•  Seek God’s guidance and wisdom, through prayer and meditation, for the organization as a whole as well as for specific ministry initiatives.
• Participate and lead regular times of prayer, devotion and worship as a regular aspect of your role within YFC.
• Teach and preach from the Holy Bible at YFC staff meetings, conferences, camps and events.

Additionally, YFC employees will have an opportunity to be commissioned or licensed as a minister of the Gospel through the established Youth for Christ process, and/or ordained by an outside body recognized by Youth for Christ USA. 

Fundraising Responsibilities:

All YFC employees are expected to regularly and actively participate in faithful activities that advance the stewardship functions of YFC/USA. These activities will include—but are not limited to— extending invitations to fund raising events, recruiting personal circle of influence/YFC donor contacts, sending letters, handwritten notes, personal calls, and personally ministering to donor contacts.

For Affiliate and Chapter Staff: YFC may attach a minimum fundraising goal to certain projects, activities, departments, or individuals.

Budget Responsibilities:

A Budget Manager is responsible to align all financial resources to the YFC/USA strategic plan in accordance with the delegation and direction of the Division Head. The Budget Manager is responsible for coding, approval and financial decision-making for their assigned Division, Department and/or Action Plan budget. When a budget is overfunded or underfunded, the Budget Manager is responsible to course correct though the MCCR process.