Administrative Assistant

At Youth Guidance, we believe that no matter what challenges a young person faces, they are more likely to succeed when they have caring adults in their lives. Our highly-trained staff guides kids to overcome the life and academic challenges facing youth. We meet kids where they are — physically and emotionally — to help them focus on their education, make positive choices, and remain on the right path toward life success. Founded in 1924 today Youth Guidance is a leading provider of outcomes-driven programs serving more than 11,000 youth while touching the lives of more than 14,000 youth, parents, teachers, and community members.

Position Summary:

Under the direct supervision of the Office Manager, this position is responsible for providing agency administrative support. Performs duties to include but are not limited to creating and maintaining electronic and paper filing systems, scheduling, coordinating of meetings and conferences, obtaining supplies, and working on special projects. Also includes completing administrative support requests as assigned. Responds to non-routine correspondence and assemble highly confidential and sensitive information. Interacts with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

Essential Duties/Responsibilities:

• Manage communications between Central Office and internal staff and external clients, partners, and others and ensure that responses are timely and appropriate
• Manage the scheduling of meetings; including sending calendar invites, distribution of agendas or other materials, meal planning, and booking meeting facilities
• Executes special projects including, but not limited to, revising sensitive documents and following up meetings with summary communication and next steps
• In partnership agency leadership, creates, formats, and disseminates key communication, data, financial reports, surveys, and other sensitive and important documents
• Track critical dates, events, and associated milestones or deadlines and provide necessary oversight for all Youth Guidance Events (i.e., manages a master Program Calendar)
• Process expense reimbursements and ensure proper use of company credit cards and funds for Senior Leaders.
• Works collaboratively with the other administrative staff and agency leadership.
• Prepare and copy presentations, correspondence, or other documentation to support Agency Leaders.
• Provide document management through proper creation and storing of records through databases, spreadsheets, or filing systems
• Manage confidential matters with discretion and professionalism
• Offer flexibility in handling last-minute or time-sensitive requests
• Coordinate or manage and execute ad-hoc projects by ensuring that tasks, schedules, and statuses are maintained
• Provide support in overseeing project assignments to others within the organization and reporting updates as required
• Runs copies and assembles packets for trainings, professional development, team meetings, and staff retreats
• Duties as assigned

Minimum Qualifications

Education/Experience/Training

• High School diploma or equivalent (GED) Associates Degree preferred
• 5 years of professional administrative experience, 3 years of administrative support to senior-level executives preferred
• 2yrs experience working in an office setting dealing with confidential/sensitive documents and matters
• Combination of education and experience is also relevant

Skills/Abilities

• Excellent verbal and written communications skills

• Service-oriented

• Proficient in the use of Microsoft Office products (outlook, word, excel, PowerPoint)

• Proven ability to maintain confidentiality and to work with sensitive documents/information

• Excellent organizational skills

• Proven attention to detail

• Ability to work amidst constant interruptions

• Excellent interpersonal skills

YG Core Competencies

Communication: Uses effective written and oral communication with internal staff, teams, and community served; demonstrates empathy and listening.

Client Orientation: Recognizes needs of diverse stakeholders and approaches relationships with a service orientation to ultimately maximize impact.

Equity Mindset: Understands and is committed to goals of equity; consistently brings an equity mindset to the organization’s work and workplace.

Growth Mindset: Views growth as important for personal and professional development; seeks out opportunities to expand skills, even if the change is required; demonstrates curiosity and eagerness to learn.

Ownership and Quality of Work: Effectively manages own work, and work of teams when relevant, ensuring delivery of high-quality work.

Supervisory Skills: Effectively manages and develops others.

Mission Driven: Demonstrates commitment to the mission of the organization as a whole and alignment with organizational values.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

What Youth Guidance offers:

We offer a robust package for eligible candidates including:

• A hiring bonus of $250 for part-time and $750 for full-time
• A retention bonus of $250 after 90 days of continuous service.
• A competitive benefit package. Even though healthcare costs have gone up, we have not passed along those increases to our staff.
• If you are pursuing your social services licensure, we can help you by providing licensure test study support. Licensing test reimbursement. Assistance in attaining licensure supervision hours.

DEI Statement

At Youth Guidance, we understand that diversity, equity, and inclusion (DE&I) are fundamental to realizing our vision of bright and successful futures for all young people. We celebrate the diversity of youth and recognize them as empowered leaders, problem-solvers, and experts of their own experiences. At the same time, we acknowledge that many systems and institutions meant to support youth are inequitable and unjust.

As such, we are committed to advancing DE&I through our words and our actions, both internally and externally, by:

• Strengthening cultural competence as well as policies, practices, and organizational structures that foster belonging and leverage the unique backgrounds and talents of staff;
• Offering youth-centered programs that are accessible and responsive to people from diverse racial and ethnic backgrounds, abilities, sexual identity, gender identity and expression, language, and cultural and religious beliefs and practices;
• Influencing systems that youth, their families, and communities are impacted by, such as schools, organizational networks, governmental bodies, researchers, and the funding community, to apply approaches that embrace DEI in addressing the needs and supporting the aspirations of young people.

The above is intended to describe the general content of and requirements for the performance of this job. It is not intended to be an exhaustive statement of duties, responsibilities or requirements. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.