Executive Assistant to the Chief Learning Officer

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Mission/Authority

Provide excellent administrative assistance to the Chief Learning Officer (CLO) of Young Life and represent this executive office in a hospitable, professional manner to the mission of Young Life.

Essential Duties:

Administration

• Maintain the schedule of the CLO
• Compose written materials and proofread as needed
• Prepare meeting materials and presentations for the CLO as requested.
• Provide communication and support/problem solving to the learning and leadership department.
• Maintain records pertaining to the mission-wide goals
• Coordinate travel, meeting and phone call arrangements
• Represent the CLO's office in a personable manner by demonstrating flexibility, resourcefulness and a professional attitude.
• Create and maintain CLO's monthly receipts and expense reports.
• Track and manage email and phone calls/messages when CLO is traveling (as requested)
• Maintain PTO request process and track learning staff requests keeping CLO informed as needed

Manage the CLO's schedule.

• Track and schedule all requested and recurring meetings for the CLO.
• Follow up on all meetings and e-mail for items that need to be collected, or actions that need to be passed on to the CLO's direct reports and/or learning staff.

Act as the liaison for CLO direct reports to CLO

• Coordinate monthly check- in calls with CLO's direct reports
• Answer questions in regards to talks and reports assigned by the CLO

Manage the office of the CLO

• Under the authority of the CLO, make delegated decisions which may pertain to the direction of learning and leadership.
• Promptly respond to all questions that are within area of expertise; refer others to appropriate responder.
• Correspond extensively and effectively with learning staff, Mission Leadership Team (MLT), and MLT admin team via e-mail and over the phone.
• Ability to analyze and interpret policy and guidelines set up by the Chief Learning Officer (CLO) and/or the Service Center; provide guidance and act as a reference on Young Life policies and procedures for staff and volunteers.
• Resolve problems and questions for the learning and leadership department, as appropriate.
• Analyze all divisional cash flows, revenue and expenses, and trial balances.
• Oversee the CLO's evaluation process for direct reports.

Learning Lead team

• Schedule monthly meetings
• Communicate all relevant information and calendar to the team
• Assist the CLO to build agenda, keep track of topics and roles and responsibilities of the team
• Participate as a member of the LLT as the CLO sees fit

Event Planning

• Coordinate all leadership meetings. These meetings may involve travel arrangements, reserving appropriate meeting facilities, ordering food, and providing for media viewing, overall hospitality, communication and logistical support.
• Plan and execute yearly in-person learning and leadership summit
• Plan and execute yearly in-person LLT retreat
• Stay well informed on all projects, learning events and happenings in the learning and leadership teams
• Host guests with hospitality and professionalism

Projects and Processes

• Budgeting and accounting
  • Construct budgets and oversee the budget process for all learning budgets (about 20)
  • Mange the budgets of the office of the CLO
  • Create and implement quarterly check-ins to assist learning staff in maintaining their budgets
  • Yearly event fee assessment and review
• Staffing
  • Oversee the evaluation process for all staff reporting to the CLO and other staff as necessary
  • Create and oversee the process for hiring any new role in the department in conjunction with Human Resources
• Oversee the writing and submission for the sub-departmental board reports (twice yearly)
• Create systems to maintain documents for the department (org charts, goal sheets, etc.) ensuring their accuracy

Specific Working Conditions:

• The anticipated salary for this position can range from $42,009-$57,000 depending on relevant experience and education.
• This position is located in Colorado Springs and is in an office environment.
• Travel will be required.

Experience Required for the Job:

• Experience as an executive administrative assistant for a vice president, president, or director of a large company or organization preferred.
• Knowledge of Young Life preferred.
• Knowledgeable about office management and supervisory techniques; capable of planning the work of others, if applicable.
• Excellent organizational skills with attention to detail and the ability to handle concurrent tasks and constant interruptions.
• Demonstrated proficiency in Microsoft Office Suite.
• Must have a good grasp of English grammar and also have strong written and verbal communication skills.
• Ability to maintain confidentiality.
• Basic accounting skills.
• Must be able to establish effective working relationships with Young Life field staff and offer excellence in customer service to Young Life field staff and the public.
• Professional and pleasant phone presence.
• Possess good judgment, reasoning ability and strong problem-solving skills.

Education:

• Bachelor's Degree Business Administration preferred or equivalent experience.