Executive Administrative Assistant to the Chief Development Officer - Young Life
Colorado Springs, CO 80903
About the Job
Mission/Authority
This position will provide excellent administrative assistance to the Chief Development officer (CDO) and will represent the Development department in a hospitable, professional manner to the mission of Young Life.
Essential Duties:
Administrative Support
CDO Support
- Maintain CDO’s schedule.
- Compose letters, documents and reports as needed.
- Proofread a variety of documents.
- Articulate policies and documents to staff and volunteers.
- Organize and respond to, as appropriate, incoming correspondence (phone, email, U.S. mail).
- Manage calendar, schedule and inbox.
- Provide primary phone support.
- Coordinate travel, meeting arrangements and conference calls.
- Manage office files and records (electronic and hard copies) for easy retrieval.
- Assist with team communication monthly reports.
- Coordinate special Development projects as needed by the CDO.
Development Department Administrative Support
- Provide leadership to the support functions of the Development office.
- Mail materials and make copies as necessary.
- Maintain office supplies.
- Maintain a detailed calendar of Development events, assignments and deadlines of all Development activity.
- Work alongside other department staff as part of a team in a variety of tasks assigned by the CDO.
- Assist other Development department staff as needed and communicate their needs to the CDO.
- Submit monthly vacation/sick time used to vacation/sick time inbox for all Development staff.
- Support field development staff with information related to the mission-wide development office, including donor giving histories and more.
- Support field campaign directors with information related to effective leadership of their campaigns.
- Set up conference calls, zoom calls and other virtual meetings as needed.
- Handle donor communications and thank yous.
- Serve as content steward in keeping Development webpages up to date.
Budget and Accounting
- Work with the CDO to prepare annual budgets.
- Manage budget costs of above expense accounts to ensure that expenditures do not exceed budget limits.
- Submit Revenue and Expense reports.
- Create, maintain and/or analyze Excel spreadsheets for accounting reports.
- Manage Expense reports for the CDO.
- Work with the Finance department to monitor and correctly categorize expenses and deliver various reports.
- Review and approve P Card expenses for all Development staff.
Logistical Organization
- Initiate and oversee all organizational details for staff meetings including the following:
- Anschutz Ranch Retreat
- Development annual meeting.
- Development Lead Team Meetings
- Donor outings
- Working with president’s office on donor trip coordinating, where applicable and in conjunction with the PGO office.
- Plan and implement the logistics of Development training events including contracts, registration, presentation and material support, handling special requests and the shipping of materials.
- Manage the entire registration process, database and coordination/payments and follow up for participants.
- Manage the travel, hotel lodging, meals, meeting room arrangements and vendors for events.
- Administrate the curriculum distribution process to include creating/formatting, copying, collating and distributing event materials.
- Attend and help direct events as needed.
- Create, compile and coordinate the communication systems necessary to inform all attendees of relevant information pertaining to Development events and/or tuition opportunities in a timely manner.
- Maintain procedures and systems to track all event participants and event payments.
- Organize and track event correspondence and the necessary office support systems.
Customer Service and Hospitality
- Must be “customer service”-oriented, maintaining a warm, positive, personable manner with flexibility.
- Learn to problem-solve with people such that all parties are cared for and heard.
- Work cooperatively with other departments in the Service Center on issues related to development.
- Represent the CDO in a professional manner in his absence.
- Represent the Development office.
- Previous Young Life involvement and/or an understanding of field culture and organizational and leadership structure preferred.
- Previous high-level executive administrative assistant experience and support of a major project.
Working Conditions:
- Office environment at the Service Center in Colorado Springs, CO is preferred but will consider a hybrid role.
- Will involve some travel.
- The anticipated salary for this position can range from $42,009-$57,000 annually depending on relevant experience and education.
Experience Required For The Job:
- Must successfully work with minimal supervision.
- Excellent grammar, editing and proofreading skills.
- Professional and pleasant phone presence.
- Strong interpersonal skills.
- Proficient in CRM
- Familiarity with the event planning and Young Life training is a plus.
- Familiarity with accounting principles a plus.
- Demonstrated proficiency in Microsoft Office Suite with 55-60 wpm.
- Excel experience required.
- Excellent communication skills, both verbal and written.
- Must multi-task assigned projects to completion.
- Able to observe confidentiality.
- Demonstrated organizational and analytical skills, logical decision making and the ability to work independently as well as in a group.
- Experience with receiving, sending and filing emails to include the maintenance of electronic distribution lists
- Professional appearance and pleasant phone presence.
Education
- College degree preferred.
Benefits:
- Medical, dental and vision coverage (at no cost to you).
- Paid vacation and sick leave.
- 401(k) matching plan (up to four percent).
- Health club benefit.
- And more!
Source : Young Life