Executive Assistant & Operations Manager

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.

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…