Executive Assistant

Position Summary

The executive assistant coordinates and provides high-quality, holistic administrative support to the assigned executive.

Essential Functions

• Provide daily support to executive by answering calls, emails, voicemails, and through regular 1-on-1 appointments.
• Work closely with executive to maintain calendar of appointments, commitments, and deliverables
• Contribute to board, executive, and management meetings by assisting in preparing agendas, pre-read materials, reports, and taking minutes as requested.
• Prepares draft correspondence for executive approval, or responds on the executive’s behalf within delegated parameters
• Arrange logistics and accommodation for travel.
• Assist with tracking spending throughout the fiscal year and identify variances in predetermined budget.
• Track key relationships stewarded by the executive: interests, key dates, and gift report schedules; managing documentation for the team and preparing reports for senior leadership.
• Research, troubleshoot, and track gifts on behalf of major giving partners seeking internal assistance or clarification.
• Collaborate with other departments to assist executive interface positively with all leadership and constituents across the organization.
• Ensure the executive is well informed of upcoming meetings, meeting agendas, commitments, responsibilities, and items that require decisions - with appropriate follow up.
• Work with confidential and sensitive information in a professional manner
• Create and documents key processes.
• Assists in the authoring, revising, chartering, or de-chartering of action plans
• Integrates the personal and professional life of the executive, to prolong longevity and increase mission effectiveness

Spiritual Responsibilities

Because the overriding religious purpose and mission of Youth for Christ USA is to communicate and introduce the Gospel of Jesus Christ to young people and their families, and in that regard to make, educate and encourage life-long disciples of the Lord Jesus Christ, it is very important that you as an employee in the movement of Youth for Christ be recognized as an associate minister of the Gospel. As an employee of Youth for Christ and an associate minister of the Gospel, YFC expects all employees to:

• Seek God’s guidance and wisdom, through prayer and meditation, for the organization as a whole as well as for specific ministry initiatives.
• Participate and lead regular times of prayer, devotion and worship as a regular aspect of your role within YFC.
• Teach and preach from the Holy Bible at YFC staff meetings, conferences, camps and events.
• Model empathy, humility and care for all people. This includes promoting equity and inclusion in word and in the practice of faith expression.

YFC employees will have an opportunity to be commissioned or licensed as a minister of the Gospel through the established Youth for Christ process, and/or ordained by an outside body recognized by Youth for Christ USA.

Knowledge & Skills

• Service oriented: dedicated to meeting expectations of the executive by maintaining effective relationships.
• Excellent organizational skills and strong attention to detail
• Experience in administrative support and in making appropriate decisions regarding available time.
• Excellent verbal and written skills, and experience and/or interest in partnership development
• High degree of professionalism and sensitivity to executive's availability (personal and work-related commitments) in dealing with diverse groups of people (staff, leaders, donors, etc.)
• Proactive: ability to anticipate needs, events or issues that may arise
• Maintains a high level of integrity, confidentiality and discretion.

Willing to demonstrate and/or possesses the following:

• Ability to humbly serve and honor others even in difficult situations with prayer, consistency, transparency, and resilience. (Enduring Humility).
• Demonstrates proper reliance on God, others, and self through generous giving of time and skills, by collaboratively incorporating others’ ideas, welcoming candid input, recognizing others’ need for grace and extending forgiveness and empathy. (Relentless Trust).
• Prioritizes others’ needs for a missional outcome, characterized by joy, with active listening and problem-solving skills, while encouraging and empowering fellow believers. (Joyful Camaraderie).
• Trusts God with new approaches and changes, and communicates needs and limits with emotional intelligence, while seeking confidence and wisdom in Christ. (Courageous Faithfulness)
• Seeks authentic Christ-Centered relationships with people of various backgrounds, fosters an inviting environment and empowers historically marginalized groups and indigenous populations (within the local context), through active listening, inclusion, advocacy for those who are vulnerable and respect of others’ experiences. (Kingdom Inspired Diversity).

Credentials Required & Preferred Education

• High School or GED required
• Bachelor’s degree preferred
• 5 years of experience supporting executives

Fundraising Responsibilities

All YFC employees are expected to regularly and actively participate in faithful activities that advance the stewardship functions of YFC Tacoma These activities will include—but are not limited to— extending invitations to fund raising events, recruiting personal circle of influence/YFC donor contacts, sending letters, handwritten notes, personal calls, and personally ministering to donor contacts.