Job Description
Executive Assistant to the Chief Learning Officer Location Colorado Springs, CO (East Colorado Springs area) :
Mission/Authority
Provide excellent administrative assistance to the Chief Learning Officer (CLO) of Young Life and represent this executive office in a hospitable, professional manner to the mission of Young Life.
Essential Duties:
Administration
- Maintain the schedule of the CLO
- Compose written materials and proofread as needed
- Prepare meeting materials and presentations for the CLO as requested.
- Provide communication and support/problem solving to the learning and leadership department.
- Maintain records pertaining to the mission-wide goals
- Coordinate travel, meeting and phone call arrangements
- Represent the CLO's office in a personable manner by demonstrating flexibility, resourcefulness and a professional attitude.
- Create and maintain CLO's monthly receipts and expense reports.
- Track and manage email and phone calls/messages when CLO is traveling (as requested)
- Maintain PTO request process and track learning staff requests keeping CLO informed as needed
Manage the CLO's schedule.
- Track and schedule all requested and recurring meetings for the CLO.
- 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 CLO's direct reports and/or learning staff.
Act as the liaison for CLO direct reports to CLO
- Coordinate monthly check- in calls with CLO's direct reports
- Answer questions in regards to talks and reports assigned by the CLO
Manage the office of the CLO
- Under the authority of the CLO, make delegated decisions which may pertain to the direction of learning and leadership.
- Promptly respond to all questions that are within area of expertise; refer others to appropriate responder.
- Correspond extensively and effectively with learning staff, Mission Leadership Team (MLT), and MLT admin team via e-mail and over the phone.
- Ability to analyze and interpret policy and guidelines set up by the Chief Learning Officer (CLO) 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 learning and leadership department, as appropriate.
- Analyze all divisional cash flows, revenue and expenses, and trial balances.
- Oversee the CLO's evaluation process for direct reports.
Learning Lead team
- Schedule monthly meetings
- Communicate all relevant information and calendar to the team
- Assist the CLO to build agenda, keep track of topics and roles and responsibilities of the team
- Participate as a member of the LLT as the CLO sees fit
Event Planning
- Coordinate all leadership meetings. These meetings may involve travel arrangements, reserving appropriate meeting facilities, ordering food, and providing for media viewing, overall hospitality, communication and logistical support.
- Plan and execute yearly in-person learning and leadership summit
- Plan and execute yearly in-person LLT retreat
- Stay well informed on all projects, learning events and happenings in the learning and leadership teams
- Host guests with hospitality and professionalism
Projects and Processes
- Budgeting and accounting
- Construct budgets and oversee the budget process for all learning budgets (about 20)
- Mange the budgets of the office of the CLO
- Create and implement quarterly check-ins to assist learning staff in maintaining their budgets
- Yearly event fee assessment and review
- Staffing
- Oversee the evaluation process for all staff reporting to the CLO and other staff as necessary
- Create and oversee the process for hiring any new role in the department in conjunction with Human Resources
- Oversee the writing and submission for the sub-departmental board reports (twice yearly)
- Create systems to maintain documents for the department (org charts, goal sheets, etc.) ensuring their accuracy
Specific Working Conditions:
- The anticipated salary for this position can range from $42,009-$57,000 depending on relevant experience and education.
- This position is located in Colorado Springs and is in an office environment.
- Travel will be required.
Experience Required for the Job:
- Experience as an executive administrative assistant for a vice president, president, or director of a large company or organization preferred.
- 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.
Education:
- Bachelor's Degree Business Administration preferred or equivalent experience.
Job Tags
Full time, Work at office,