Executive Administrative Assistant

The Executive Administrative Assistant reports to the Director of Operations and provides administrative, data-entry, event, communication, grant, and ministry support to Youth for Christ Central Valley. This position works collaboratively with directors and ministry staff to improve organizational efficiency, maintain accurate information, assist with events and communications, and help lighten the administrative workload of ministry teams.

The Administrative Assistant must be organized, dependable, flexible, personable, and able to manage multiple priorities. This position requires initiative, attention to detail, appropriate handling of confidential information, and a willingness to learn new tools and processes. The Administrative Assistant is primarily based in the Modesto office but may occasionally travel to ministry sites or events to provide support.

Essential Functions

Team Participation

• Participate in Monday devotional, staff, and all-team meetings, as well as other meetings and team connections as directed.
• Meet with the Director of Operations, Executive Director, directors, and other staff as needed to determine priorities and the best use of administrative hours.
• Receive regular task lists and direction from the Director of Operations to prioritize responsibilities and ensure timely completion.
• Remain engaged with the broader YFC Central Valley team and ministry leadership for alignment, encouragement, communication, and accountability.
• Provide administrative support across departments based on organizational priorities and ministry needs.
• Communicate regularly with the Director of Operations regarding assigned projects, deadlines, challenges, and completed work.
• Teach and lead using Scripture, pray with and encourage others, and cultivate an abiding relationship with Christ.

Administrative Support

• Provide general administrative support to the Director of Operations, Executive Director, directors, and ministry staff.
• Prepare, organize, enter, update, and maintain information in organizational systems, spreadsheets, documents, databases, and other records.
• Assist with preparing reports, correspondence, forms, checklists, presentations, and other materials.
• Support staff with document formatting, copying, scanning, filing, mail preparation, and other routine administrative responsibilities.
• Maintain organized electronic and physical records in accordance with organizational procedures.
• Track assignments, deadlines, and requested information and provide appropriate reminders and follow-up.
• Assist with calendars, scheduling, meeting preparation, and other organizational needs as assigned.
• Respond to assigned requests in a timely manner and communicate when additional information, direction, or time is needed.
• Take initiative to identify appropriate ways to improve organization and reduce the administrative workload of ministry staff.

Data Entry & Information Management

• Receive direction from ministry staff and enter data from ministry activities into approved organizational systems.
• Enter, update, and maintain donor, participant, volunteer, event, and ministry information as assigned.
• Review information for completeness and accuracy before entering it into organizational systems.
• Work with directors and ministry staff to clarify missing, incomplete, or inconsistent information.
• Retrieve information and prepare reports for directors and other authorized staff as requested.
• Maintain accurate and timely records while following organizational procedures for data quality and information security.
• Protect confidential and sensitive information involving youth, families, donors, volunteers, employees, financial partners, and community contacts.
• Use appropriate discretion when viewing, discussing, transmitting, storing, or disposing of confidential information.

Event Support

• Use approved computer programs and technology to assist with event registrations, online forms, attendance records, payments, and reports.
• Help create, test, maintain, and monitor web forms and registration processes.
• Track registration information and event payments and provide timely reports to the appropriate staff.
• Assist with event-related correspondence, confirmations, reminders, lists, name tags, check-in materials, and other administrative needs.
• Support event check-in, registration tables, guest services, payment processing, and other on-site responsibilities as assigned.
• Assist with organizing event supplies and ensuring that necessary materials are prepared and available.
• Work cooperatively with staff and volunteers before, during, and after events.
• Help reconcile event information and submit completed records or reports to the appropriate staff.
• Provide friendly and professional assistance to guests, donors, volunteers, ministry partners, and other event participants.

Customer Service & Office Support

• Respond professionally and courteously to assigned telephone calls, emails, website inquiries, and general requests for information.
• Provide accurate general information about Youth for Christ Central Valley and direct inquiries to the appropriate staff member or ministry department.
• Welcome office visitors and provide assistance consistent with established security and visitor procedures.
• Demonstrate warmth, patience, professionalism, and good judgment when interacting with youth, families, donors, volunteers, churches, vendors, and community partners.
• Maintain a helpful and ministry-minded approach while respecting confidentiality and appropriate professional boundaries.
• Assist with maintaining an organized, welcoming, and functional office environment.
• Restock office and ministry supplies and notify the Director of Operations when supplies need to be reordered.
• Receive, sort, and distribute mail, deliveries, forms, and other materials as assigned.
• Assist with general office projects and operational needs.

Grant & Program Support

• Assist with tracking and entering surveys, participant information, attendance records, program data, and other grant-related documentation.
• Review submitted information for completeness and notify the appropriate staff when information is missing or requires clarification.
• Provide checklists, reminders, and administrative follow-up concerning grant deadlines and documentation requirements.
• Work with directors, ministry staff, and grant staff to support accurate and timely reporting.
• Organize grant-related forms, participant records, surveys, supporting documentation, and other materials.
• Maintain confidentiality when working with participant, youth, family, school, Probation, counseling, or program information.
• Assist with preparing data and documentation for grant monitoring, reporting, evaluation, or compliance review.
• Follow established procedures for storing, transmitting, and retaining grant-related information.
• Notify the Director of Operations or appropriate program leader of identified discrepancies, missing documentation, or approaching deadlines.

Communications Support

• Assist with mass mailings, mail merges, labels, envelopes, letters, postcards, newsletters, donor communications, and other organizational materials.
• Work with the Executive Director, Director of Operations, directors, and other staff on assigned communications.
• Proofread routine communications for spelling, grammar, formatting, consistency, and completeness.
• Maintain accurate mailing lists and contact information as assigned.
• Assist with compiling, formatting, and distributing internal or external communications.
• Help prepare printed and digital materials for events, fundraising activities, ministry programs, and general organizational use.
• Assist with social media content, graphics, scheduling, or related communication activities when assigned.
• Use Canva or other approved design tools to create or update basic materials when appropriate.
• Follow organizational branding, communication, confidentiality, and approval standards.

Ministry Support

• Assist ministry staff with supplies, forms, checklists, event materials, participant documentation, and other administrative needs.
• Help restock, organize, and distribute ministry supplies.
• Provide occasional on-site support at ministry activities, outreach events, clubs, or other locations as needed.
• Travel locally when assigned to conduct surveys, take photographs, assist with check-in, collect documentation, deliver supplies, or provide event support.
• Understand that direct ministry participation is encouraged but is not a primary or mandatory function of this administrative position.
• Participate in ministry activities, clubs, outreach, mentoring, or discipleship opportunities when appropriate and mutually agreed upon.
• Ensure administrative support and interactions with youth remain consistent with YFC standards, safety procedures, and appropriate boundaries.

Primary and Secondary Steward Responsibilities

Employees may be assigned a Primary Steward role for any of the following: Volunteer(s), Donor(s), Vendor(s), Chapter(s), and Process, Standard and Best Practices (PSBPs).

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 such as 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 lifelong disciples of the Lord Jesus Christ, it is very important that each 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 in and lead regular times of prayer, devotion, and worship as a regular aspect of the employee’s role within YFC.
• Teach and preach from the Holy Bible at YFC staff meetings, conferences, camps, and events.
• Model empathy, humility, and care for all people, including promoting equity and inclusion in word and in the practice of faith expression.
• Perform sacramental functions such as taking communion and leading times of corporate prayer, confession, and praise.
• Perform and lead religious ceremonies such as weddings, baptisms, and funerals when called upon by staff and other members of the YFC community.
• Participate in the established Youth for Christ process to be commissioned or licensed as a minister of the Gospel, and/or pursue ordination through an outside body recognized by Youth for Christ USA.