Executive Admin Assistant (Part-Time) - HR/PFC

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Because of Young Life’s exclusive Christian purposes of evangelism and discipleship as set forth in its Articles of Incorporation and in these Bylaws, and to reflect what has always been and will continue to be the position of Young Life, specifically the Christian belief that each and every employee and volunteer of the corporation should minister as a servant of God with the primary responsibility of proclaiming the gospel of Jesus Christ and, as such, is an integral part of the Christian mission and ministry of the corporation, Young Life shall only employ individuals or enlist volunteer leaders who: (a) profess a belief in Jesus Christ as their personal Savior and Lord; and (b) subscribe to the statements and policies required of all Young Life staff, including the Young Life Statement of Faith. Therefore, employees and volunteers of Young Life, during working and nonworking hours, shall: (i) be ready, willing and able to fulfill such ministry functions as may be required by the organization; (ii) refrain from conduct and statements that detract from the biblical standards taught and supported by Young Life, and (iii) abide by all policies and practices of Young Life including, without limitation, those related to religious belief or ministry activities. At Young Life, our mission is to introduce adolescents to Jesus Christ and help them grow in their faith. We invite you to join us in this life-changing work, building relationships and creating spaces where young people feel seen, known, and loved. Essential Duties: 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. Office of the Vice President 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. Operate at a sophisticated level of independence and advance decision-making responsibility to effectively exercise excellent judgment and discretion essential to handling sensitive and confidential matters. Project Management 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. Team Meetings 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. Education: BA preferred or equivalent experience. Ongoing education is encouraged. Working Conditions: This position is remote. Experience/Qualifications Required For The Job: 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. Job Specific Working Conditions: We are seeking a highly organized, proactive, and detail-oriented individual to provide executive and operational support for three senior leaders in the People, Formation and Care department. The three senior leaders this position will support are the Vice President of Human Resources – International, Senior Director of Learning & Strategy, and the Chief Human Resources Officer. These are the key responsibilities for this position: Calendar & Scheduling Support Manage and coordinate calendars for all three leaders Schedule meetings and respond to meeting requests Add meeting details and supporting information to calendar invites (GLC, SLC, MLT meetings, etc.) Review upcoming schedules and confirm meeting attendance and logistics Prepare and send weekly calendars/schedules to leaders Ensure 1:1 meeting templates and materials are completed and attached to calendar invitations Meeting & Operational Support Organize materials and logistics for meetings Support follow-up coordination and administrative details Assist with special projects and additional support needs as they arise Travel & Expense Support Coordinate travel arrangements and itineraries Complete and submit expense reports in a timely manner Additional Context Estimated workload is approximately 20–25 hours per week total across all three leaders. Immediate need. Ideal Qualifications Strong organizational and communication skills Ability to manage multiple priorities and calendars simultaneously High attention to detail and follow-through Proficiency with calendar management, virtual meeting platforms, and expense reporting systems Ability to work independently while maintaining strong collaboration and responsiveness Note: The anticipated hourly rate for this position can range from $20.90-$26.15 depending on relevant education, experience, and location. "We the members of the Young Life mission – trustees, staff, instructors at Young Life schools and volunteers – join together in our affirmation of the following articles and our central purpose of proclaiming the Gospel of Jesus Christ and introducing adolescents everywhere to Jesus Christ and helping them grow in their faith."