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

About Young Life

Young Life's 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, determining urgency and priorities to complete tasks in a timely manner.
• Strategically manage long-term calendars by collaborating across the mission to drive efficiency and understand executive priorities.
• Utilize strong analytical skills in time-sensitive, high-pressure situations and independently manage conflicts.
• Exercise judgment and independent initiative, handling time-sensitive matters requiring concise problem-solving and confidentiality.
• Operate independently in the absence of the supervisor, calling on staff when required, and sorting correspondence and mail by importance.
• Assist the Vice President in preparing for meetings, editing reports, proposals, and presentations.
• Consult across departments on strategic communications and information.
• Arrange 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 proactively and professionally.
• Develop a workflow for the office, including timelines, procedures, and regulations.
• Maintain the operating efficiency and integrity of the office.
• Interact daily with administrators and officers at all levels, and external stakeholders.
• Operate with a sophisticated level of independence and advance decision-making responsibility.

Project Management

• Analyze business materials and company communications to inform decision-making and execute tasks strategically.
• Proactively identify process improvement opportunities and recommend solutions.
• Drive deadlines and deliverables while adapting to ambiguity and changing business needs.
• 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, including 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 requiring high flexibility, independent interpretation of policies, and solving complex issues with minimal supervision, balanced with a willingness to request assistance.
• Support with various projects requiring the ability to manage multiple, concurrent tasks with 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.
• 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 Vice President of Human Resources – International, Senior Director of Learning & Strategy, and the Chief Human Resources Officer. Estimated workload is approximately 20–25 hours per week.

Key Responsibilities For This Position

• Calendar & Scheduling Support: Manage and coordinate calendars for all three leaders, schedule meetings, respond to requests, add meeting details, review schedules, confirm attendance, prepare weekly schedules, and ensure 1:1 meeting templates are attached.
• Meeting & Operational Support: Organize materials and logistics for meetings, support follow-up coordination and administrative details, and assist with special projects.
• Travel & Expense Support: Coordinate travel arrangements and itineraries, and complete and submit expense reports in a timely manner.

Additional Context

Immediate need. The anticipated hourly rate for this position can range from $20.90-$26.15 depending on relevant education, experience, and location.

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.

Key skills/competency

• Executive Administrative Assistant
• Calendar Management
• Meeting Coordination
• Travel Arrangements
• Expense Reporting
• Microsoft Office Suite
• Confidentiality
• Project Management
• Communication Skills
• Organizational Skills