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

About Young Life

At Young Life, our 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 executives’ 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 advising on problems, sorting correspondence, mail, and matters by order of importance and priority.
• Assist the Vice President in preparing for meetings, editing reports, proposals, and presentations.
• Consult across departments as needed 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, office procedures, and regulations.
• Maintain the operating efficiency and integrity of the office.
• Interact daily with administrators and officers at all levels and external stakeholders to manage and accomplish objectives.
• Operate at a sophisticated level of independence, advancing decision-making responsibility to effectively exercise excellent judgment and discretion.

Project Management

• Analyze business materials and company communications, leverage observations to inform decision-making, and execute tasks strategically.
• Identify process improvement opportunities proactively and recommend solutions to promote operational efficiencies.
• Drive deadlines and deliverables while adapting to ambiguity and changing business needs; check in with the support team to provide guidance.
• 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, which may include 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 a high degree of flexibility with the ability to independently interpret policies and solve non-routine, complex issues under minimal supervision, balanced with a willingness to request clarification/assistance.
• Provide support with various projects requiring the ability to manage multiple, concurrent tasks with the highest levels of 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, requirements, and areas of need.
• 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.

Key Responsibilities For This Position

Calendar & Scheduling Support

• Manage and coordinate calendars for all three leaders.
• Schedule meetings and respond to meeting requests.
• Add meeting details and supporting information to calendar invites.
• Review upcoming schedules and confirm meeting attendance and logistics.
• Prepare and send weekly calendars/schedules to leaders.
• Ensure 1:1 meeting templates and materials are completed and attached to calendar invitations.

Meeting & Operational Support

• Organize materials and logistics for meetings.
• Support follow-up coordination and administrative details.
• Assist with special projects and additional support needs as they arise.

Travel & Expense Support

• Coordinate travel arrangements and itineraries.
• Complete and submit expense reports in a timely manner.

Additional Context

• Estimated workload is approximately 20–25 hours per week total across all three leaders.
• Immediate need.

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.

Note

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

Key skills/competency

• Executive Assistant
• Calendar Management
• Meeting Planning
• Travel Arrangements
• Expense Reports
• Project Management
• Microsoft Office Suite
• Confidentiality
• Problem-Solving
• Communication Skills