What are the responsibilities and job description for the Executive Administrator position at Leaders of Tomorrow Youth Center?
About LTYC: Leaders of Tomorrow Youth Center is committed to cultivating positive
social development, academic success, and creativity in the minds, actions, and hearts
of youth today. Through arts education programming, our mission is to encourage youth
to use their gifts and strengths by applying the arts and leadership as tools, to help
promote success and balance in their lives.
Position Summary: The Executive Administrator at LTYC plays a critical role in
advancing the organization’s mission by providing leadership, operational oversight, and
strategic support across all programmatic, administrative, and operational functions.
This role requires a dynamic and proactive professional with the ability to balance
high-level organizational strategy with day-to-day operations.
Reports to: Founder/President
Collaborates with: The Executive Team & Leadership
Classification: Full-Time, Hybrid
Position Responsibilities:
A. Program Administration
- Ensure that LTYC has a long-range strategy to achieve its mission and makes
- Promote programmatic excellence, evaluation rigor, and quality communications,
- Administer and oversee program areas to meet organizational objectives and
- Monitor program objectives, ensuring quality outcomes and success metrics are
- Conduct research and create reports, spreadsheets, and data analysis to support
- Develop diverse funding streams, including raising funds to support the Executive
B. Administration
- Collaborate with the Founder to develop and execute organizational plans and
- Participate in strategies for troubleshooting and crisis management.
- Provide management and guidance to arts instructors through consultation,
- Attend and contribute to departmental and team meetings for effective
- Ensure compliance with all governing agencies (e.g., DLLR, IRS, State of
- Maintain organizational and personnel files in compliance with regulatory
- Oversee the maintenance and inspection of organizational licenses,
- Compile and report monthly, quarterly, and annual organizational statistics.
- Operate from both a home office and LTYC’s main office to manage meetings,
- Ensure timely email and phone communication with all team members.
- Maintain accurate records of employees, consultants, and contractors.
- Provide technical support including troubleshooting, assigning staff emails and
- Maintain an inventory of office equipment and supplies, ensuring availability and
functionality.
C. Operations
- Facilitate training and professional development opportunities for staff
- Assist in the creation of marketing materials, including direct mail pieces,
- Prepare newsletters for schools, stakeholders, and internal staff with updates
- Enhance LTYC’s image through community engagement and collaboration with
- Manage scheduling for the Founder and LTYC’s main office location.
- Analyze program trends, identify issues, and recommend solutions to leadership.
- Assist in implementing strategic organizational goals.
- Maintain relationships with administrative management and school site staff to
support effective program management.
- Support human resources-related matters, including benefits management,
D. Staff Relations and Development
- Assist with recruitment, employment, and release of personnel in consultation
- Ensure regular performance evaluations of program staff.
- Foster staff and volunteer development and education, promoting alignment with
- Maintain a motivating and inclusive environment that attracts and retains top
- Collaborate with staff to develop performance measurements and ensure
- Address payroll and insurance-related staff concerns.
- Promote accountability and high-performance standards among team members.
- Contribute to the development of a staff handbook, including organizational
policies and procedures.
E. Essential Documentation
- Program flyers and registration forms
- Organizational policies and procedures
- Meeting minutes
- Crisis communications plan
- Staff handbook
Qualifications
- Bachelor’s degree in business administration, nonprofit management, or a related
- Proven experience in operations, program management, and team leadership.
- Strong organizational, communication, and interpersonal skills.
- Demonstrated ability to handle compliance, regulatory, and administrative tasks
effectively.
- Proficiency in Google and Microsoft Office Suite and other relevant tools (CRM
- Able to meet tight deadlines and work evenings and weekends as needed.
- Positive attitude, high level of professionalism, enthusiasm and customer
- Must perform duties with moderate direction given, operating from established
directions and instructions. Decisions are made with general organization policy
constraints but occasionally requires independent decision-making.
- Passion for arts education and LTYC’s mission.
