Field EA to the SVP – Europe with oversight of MEA and YL Military

Young Life requires all​ employees to sign a Statement of Faith. We recommend you read this statement before applying​ for any position.

Mission/Authority

Provide excellent administrative assistance to the Sr divisional leadership of Young Life and represent this executive field office in a hospitable, professional manner to the mission of Young Life.

Essential Duties:

Communication

• Promptly respond to all questions from the field that are within area of expertise; refer others to appropriate responder.
• Answer questions from assigned leadership regarding reporting requirements, such as goals and growth strategies.
• Correspond extensively and effectively with assigned divisional and regional leadership, and field staff.
• Arrange for conference calls when necessary.
• Open and prioritize mail and email.
• Compose documents and letters as needed.
• Ability to analyze and interpret policy and guidelines set up by field leadership 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 assigned leadership as appropriate.

Administration

• Under the authority of the assigned leadership, make delegated decisions which may pertain to the direction of the field.
• Provide communication and support/problem solving to divisional administrators.
• Maintain records pertaining to the mission wide goals.
• Verify regional and divisional statistics electronically via the goal and tracking system assigned.
• Prepare and maintain these statistics in comprehensive reports, or contact appropriate person in MIS for reports.
• Assist the assigned leadership in coordinating travel arrangements, sending and receiving faxes, maintaining useful filing systems and other duties as requested.
• Represent the assigned leaderships office in a personable manner by demonstrating flexibility, resourcefulness and a professional attitude.
• Provide administrative support to the direct reports of the assigned leadership as needed.
• Manage the assigned leadership's schedule.
• Track and schedule all requested and recurring meetings.
• 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 leaders direct reports.
• Implement, monitor and refine an efficient mail and desk system.
• Support the assigned leadership’s evaluation process for direct reports.
• Review letters and e-mails for clarity and correct punctuation as needed.
• Analyze all divisional cash flows, R&Es, and trial balances.
• Create and maintain monthly receipts and expense reports.
• Review and approve assigned leadership’s and divisional admin’s expense reports.

Event Planning

• Coordinate all leadership meetings for assigned division and/or ministries. These meetings may involve travel arrangements, reserving appropriate meeting facilities, ordering food, and providing for media viewing.

Monthly Responsibilities

• Reconcile mission P-Card records.

Yearly Responsibilities

• Plan, host and coordinate the logistics for a variety of meetings.
• Assist the Office of the President with and/or plan annual summit meetings; assist with logistics as needed.

Education:

• BA preferred or equivalent experience.
• Ongoing education encouraged.

Experience Required for the Job:

• At least five years previous experience as an executive administrative assistant for leadershipof a large company or organization.
• 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.
• Travel will be required.

Job Specific Working Conditions:

International Focus

• Supports the SVP of Europe/MEA/Military, emphasizing cross-cultural collaboration and working in a European time zone.
• Requires experience in cross-cultural environments and demonstrated emotional (EQ) and cultural intelligence (CQ).

Expanded Administrative Scope

• Manages direct reports’ PTO requests and keeps the SVP informed.
• Tracks and manages email and phone messages while the SVP is traveling.
• Includes donor communication and thank-you correspondence.

Event Planning

• Broader event responsibilities, such as:
  • Planning European Lead Team (ELT) meetings (2–3 times yearly).
  • Organizing Developing Global Leaders (DGL) conference annually.
  • Coordinating a Divisional Staff Conference every four years.
• Greater focus on hospitality during events and hosting guests.

Projects and Processes

• Oversees budget facilitation for SVP’s office and direct reports.
• Leads staff evaluation processes for direct reports and other roles as necessary.
• Manages document systems (e.g., org charts, goal sheets) for accuracy.
• Responsible for sub-departmental board reports submission twice yearly.
• Assists with hiring processes in collaboration with HR.

Specific Working Conditions

• The anticipated salary can range from $48,308-$60,462 depending on relevant education and experience.
• Availability to work in the European time zone.
• Experience working in a cross-cultural environment preferred.