Executive Administrative Assistant to the Chief Development Officer - Young Life

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!