EXECUTIVE ASSISTANT & OPERATIONS MANAGER at Youth For Christ USA Inc.

Position Summary

Position Summary

The Executive Assistant and Operations Manager provides high-level administrative, operational, and project support to the Launch Director. This role serves as a trusted partner in managing daily operations, coordinating key stakeholder relationships, supporting development initiatives, and ensuring the efficient execution of organizational priorities. The Executive Assistant & Operations Manager will also provide support for advisory board activities, donor relations, event coordination, and general office administration.

Essential Functions

Executive Support (25%)

• Provide proactive executive-level administrative and operational support to the Launch Director by managing priorities, coordinating initiatives, anticipating organizational needs, and ensuring the effective execution of strategic objectives.
• Manage the Launch Director's complex calendar, travel arrangements, correspondence, expense reporting, meeting preparation, and daily workflow to maximize organizational effectiveness.
• Assist as needed and requested with Launch Director tasks and projects.

Board Administration (10%)

• Coordinate advisory board meetings and logistics.
• Prepare meeting agendas and materials.
• Record and distribute meeting minutes.
• Maintain board records and communication.

Development & Donor Relations (25%)

• Coordinate all major donor relationships for the Launch Director
• Schedule appointments with prospective and major donors
• Coordinate all major donor communications and presentations for the Launch Director
• Support fundraising campaigns and donor events. Oversight of Be the Story and other donor events.

Financial & Administrative Support (25%)

• Assist with the WMYFC Donation team with the process and deposit all donations to Pinellas and Pasco County gifts
• Assist with the WMYFC Donation team. Manage donor tracking software and maintain accurate records.
• Assist with the WMYFC Donation team. Oversee and complete development processes regarding gifts, receipting, etc.
• Assist with the WMYFC Donation team. Proactively follow up on missed, declined, and other pledges.
• Stay up to date and execute on the local and national processes and best practices in regard to donation processing, accounts receivable, and other applicable areas

Office Operations (15%)

• Coordinate daily office operations
• Oversee financial administration of projects, including fundraisers, charter reports, year-end reports, donor gifts, and other agreed-upon projects
• Support the onboarding process of all volunteers, staff, and board members
• Coordinate assigned special projects and organizational events.

Primary Stewards

Employees may be assigned a Primary Steward of any of the following: Volunteer(s), Donor(s), Vendor(s), Chapter(s), Process, Standard and Best Practices (PSBPs).

Specific assignments for the Primary Steward will be listed in the Task List. All Employees are assigned the role of Secondary Steward, which plays a supporting role to the Primary Steward to serve a chapter in a specific way, for a specific timeframe as determined by the Primary Steward. Secondary Stewards can be assigned to focus on specific management issues like YFC compliance, legal, risk, strategic planning, fund development coaching, staff development coaching, new ministry site development, process stewardship or a variety of other equipping roles.

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.

Position Requirements

Knowledge & Skills

• Service-oriented: dedicated to meeting the 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 the 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.
• Strong computer skills required: highly proficient in Google, Microsoft, and Mac programs, including Excel, Word, Outlook, PowerPoint, Pages, Numbers, and Keynote
• Type 60+ WPM.
• Ability to handle multiple tasks simultaneously and with attention to detail.
• Strong verbal as well as written communication skills, with the ability to adapt to a vast array of personality types/spiritual depths.

Willing To Demonstrate And/or Possess 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
• 3+ years of experience in a previous administrative/executive assistant role.

Fundraising Responsibilities

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

EEO Statement

Youth For Christ (YFC) provides equal employment opportunities (EEO) employees and applicants for employment without regard to race, color, sex, national origin, age, handicap, marital status, or other unlawful discriminatory characteristics in accordance with applicable federal, state and local laws.

YFC is classified as an Association of Churches and as such our hiring practices reflect that designation. As a religious nonprofit organization, YFC incorporates within each leader role, the requirement to model, teach, share and live the faith. The relationship between YFC’s mission and each of its leaders is its lifeblood and as such does at all times and in all instances reserve the right to make employment decisions based upon a person’s religious beliefs, personal character and lifestyle consistent with our understanding of the Bible or with our overall goals and requirements for Christian ministry.

We seek to create a workplace that is intentional about Kingdom Inspired Diversity. Our commitment to our employees extends to their opportunities for growth, development, promotion, training and compensation.

We will make reasonable accommodation for qualified individuals with known disabilities, unless doing so would result in an undue hardship to the organization.