The Executive Assistant and Administrator for the People Stewardship Division coordinates and provides high-quality, holistic administrative support to the Vice President of People Stewardship and the People Stewardship Division which includes: Human Resources, Risk Management, Legal, and Internal Communications.
Executive Assistant Functions:
- Provide daily support to the Vice President by answering calls, emails, voicemails, and through ongoing and regular communication.
- Work closely with Vice President and other executives to maintain calendar of appointments, commitments, and deliverables.
- Coordinate efforts with all organizational admins to increase flow and capacity across the NSC
- Contribute to executive and management meetings by assisting in preparing agendas, pre-read materials, reports, and taking minutes as requested.
- Ensure executives are fully prepared for all meetings and, when possible, understands the agenda and items that will be presented for decision
- Prepares draft correspondence for executive approval, or responds on the Vice President’s behalf within delegated parameters
- Arrange and maintain travel logistics and calendar
- Assist in the tracking and documentation of relationships and donor communications
- Lead executive research projects and provide essential analytics and summaries and of various long-form content
- Appropriately and humbly manage access to Vice President
- Work with confidential and sensitive information in a professional manner
- Integrates the personal and professional life of the Vice President, to prolong longevity and increase mission effectiveness
- Manage the Human Resources email inbox by responding to basic inquiries and assigning tickets to the HR team as appropriate.
- Assist the Human Resources team in scheduling interviews, meetings, and new employee onboarding.
- Prepare Human Resources documents such as employment verification, offer letters, and payroll forms.
- Attend weekly Human Resources team meetings.
- Assist other divisional teams in various tasks, projects, and support as assigned.
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.
- Model empathy, humility and care for all people. This includes promoting equity and inclusion in word and in the practice of faith expression.
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.
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.
Knowledge & Skills:
- Passion for serving others and supporting the mission of YFC through their role
- Learns preferences. Like a second brain, knows what the Vice President likes and doesn’t like. Knows where they are and where they need to go. Knows when to schedule meetings and when not to. Gathers as much of this information as possible as early as possible—and proactively keeps learning.
- Master of the calendar. Deadlines, appointments, meetings, presentations, calls. As the executive’s schedule is integrated with work and home, understands and learns scheduled commitments at home.
- Excellent communication skills. High-level of personal responsiveness, written communication, and verbal communication. Accelerates the response times to emails, phone calls, and other communications to keep the messages moving.
- Strong poise and professionalism.
- Ability to foster trusted relationships with a diverse staff team and deal with staff concerns with understanding, care, and compassion.
- Anticipates needs. Sees in advance what the Vice President needs and plans accordingly. Lunch before a meeting, the right appointment location, a rescheduled flight after a delay, reports emailed or drop-shipped to a client, the EA has already seen the need and addressed it.
- Prioritizes the personal. Protects personal time so that the Vice President can maximize professional time. Serves as an aide to guard the time, play gatekeeper, and preserve the long-term sustainability of the executives.
- Willing to hold the line if the Vice President starts to get overcommitted. Reminds Vice President of key priorities for the week, month, quarter, etc.
- Respects Confidentiality. Carries personal information and access with the highest confidence. Operates with highest integrity and a sense of discretion. Sees when others are trying to get insider access or influence and filters appropriately.
- High proficiency in Microsoft Outlook, Microsoft Office Suite, and other core business software strongly preferred
Willing to demonstrate and/or possesses the following:
- Ability to humbly serve and honor others even in difficult situations with prayer, consistency, transparency, and resilience. (Enduring Humility).
- Demonstrates proper reliance on God, others, and self through generous giving of time and skills, by collaboratively incorporating others’ ideas, welcoming candid input, recognizing others’ need for grace and extending forgiveness and empathy. (Relentless Trust).
- Prioritizes others’ needs for a missional outcome, characterized by joy, with active listening and problem-solving skills, while encouraging and empowering fellow believers. (Joyful Camaraderie).
- Trusts God with new approaches and changes, and communicates needs and limits with emotional intelligence, while seeking confidence and wisdom in Christ. (Courageous Faithfulness)
- Seeks authentic Christ-Centered relationships with people of various backgrounds, fosters an inviting environment and empowers historically marginalized groups and indigenous populations (within the local context), through active listening, inclusion, advocacy for those who are vulnerable and respect of others’ experiences. (Kingdom Inspired Diversity).
Credentials Required & Preferred Education:
Bachelor’s degree preferred
5+ years as administrative assistant preferred
Ability to communicate orally with customers, vendors, management, and other co-workers is crucial. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Hearing and vision within normal ranges is essential for day-to-day conversations, to receive ordinary information, and to prepare or inspect documents. We are committed to providing reasonable accommodations to enable individuals with disabilities to perform essential functions.
Activities require the ability to remain in a stationary position 50% of the time, occasionally move about inside the office to access files or office equipment, operate a computer and other office productivity machinery, such as a calculator, hand held devices, copy machine, and computer printer.
No heavy lifting is expected, though occasional exertion of up to 10 lbs. of force may be required. Good manual dexterity required for the use of computers, mobile devices, and other productivity technologies.
The job is performed indoors in a traditional office setting. Extended periods of sitting and extensive work at a computer and phone are normal.
- 10-20 travel days per year, for staff gatherings, board meetings or other key events
YFC is classified as an Association of Churches and as such our hiring practices reflect that designation. As a religious nonprofit organization, Youth For Christ incorporates within each leader role, the requirement to model, teach, share and live the faith. The relationship between YFC’s mission and each of its leaders is its lifeblood and as such does at all times and in all instances reserve the right to make employment decisions based upon a person’s religious beliefs, personal character and lifestyle consistent with our understanding of the Bible or with our overall goals and requirements for Christian ministry.
We seek to create a workplace that is intentional about Kingdom Inspired Diversity. Our commitment to our employees extends to their opportunities for growth, development, promotion, training and compensation.
We will make reasonable accommodation for qualified individuals with known disabilities, unless doing so would result in an undue hardship to the organization.