Executive Assistant to the Chief Learning Officer Job at Young Life, Colorado Springs, CO

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  • Young Life
  • Colorado Springs, CO

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,

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