Position Summary The Senior Executive Assistant reports directly to the Executive Director/CEO. This position provides high-level executive, administrative, and development support to the Executive Director/CEO, and the Lake Junaluska Assembly Board of Trustee’s, as well as the Executive Leadership Team. The Senior Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive Director/CEO. In support of the Executive Director/CEO, this position has significant interaction with Board and Committee members, the Executive Leadership Team, and the Lake Junaluska community.
Essential Position Functions
Responsible for initiating and monitor all logistics, scheduling, recordkeeping and time management of the Executive Director/CEO’s office.
Ensures proper communications, resources, and administrative processes are in place and followed to support the strategic use of the Executive Director/CEO’s time and resources.
Maintain confidentiality and respond appropriately to sensitive and confidential matters of significance
Exercise sound judgement in a variety of situations that support the strategic priorities of the Executive Directors/CEO’s office.
Proactively anticipate the needs of the Executive Director/CEO to ensure information is shared quickly and professionally.
Identifies and analyzes problems, weighs the relevance and accuracy of information, evaluates alternative solutions, and makes recommendations.
Maintain financial records in the financial accounting database for areas for which the Senior Executive Assistant has responsibility
Prepares, validates, and oversees the Executive office budget
Be creative and enjoy working within an environment that is mission driven, results driven, and community oriented.
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Perform high-level administrative and support functions for the Executive Director/CEO
Draft letters, reports, and other documents on behalf of the Executive Director/CEO
Proof and edit writings prepared by the Executive Director/CEO
Assist in maintaining the daily calendar of the Executive Director/CEO
Plan and coordinate all meetings and events organized by the Executive Director/CEO’s Office
Maintain essential files for the Executive Director/CEO and the organization in both electronic and paper formats
Receive and process phone calls, emails and written correspondences for the Executive Director/CEO and Board of Trustees
Serve as the coordinator for special projects and events as assigned by the Executive Director/CEO
Other duties as assigned by the Executive Director/CEO
Board of Trustee’s Support and Liaison
Serves as the Executive Director/CEO’s administrative liaison to the Board of Trustee’s and manage all Board logistics to include;
o Plan and coordinating semi-annual Board meetings
o Compiling, and assembling complex and detailed documents, and distributing meeting materials
o New Board member orientation
o Coordinate Board member meals, lodging, and reimbursement requests
Prepare correspondences and reports on behalf of the Executive Director/CEO for the Board of Trustees, the United Methodist Church, and other key organizations
Responsible for all correspondence and other forms of communication from the Executive Director/CEO’s office and the Lake Junaluska Assembly Board of Trustees
Serve as the primary custodian of records for the Lake Junaluska Assembly Board of Trustees
Schedule and coordinate meetings of the Executive Leadership Team, Leadership Team, and the Staff
Collaborates across boundaries to build strategic relationships and achieve common goals
Assist in coordinating agendas for the Executive Leadership Team
Prepares an account of the meetings, documenting decisions and action items
Participates as an adjunct member of the Executive Leadership Team. Represents the Executive Director/CEO in designated meetings as required
Required Qualifications, Knowledge, Skills, and Abilities
Associates Degree or higher
Two years of experience in a similar or related position; or equivalent
Experience with not-for-profit management and governance preferred
Ability to work independently
Demonstrated independent judgment in achieving assigned objectives
Ability to read and interpret financial reports and legal documents
o Strong proofreading and editing skills.
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o Ability to respond to inquiries or complaints from guests, agencies, and members of the business community on behalf of the Executive Director/CEO
o Ability to effectively present information to guests, clients, and employees of the organization
o Ability to add, subtract, multiply, and divide
o Ability to compute rates, ratios, and percentages
o Ability to create and interpret bar graphs
Able to define problems, collect data, and draw valid conclusions
Proficient in computer skills including word processing, electronic mail, record keeping, spreadsheets, and routine database management
o Ability to prioritize and organize daily activities
o Ability to effectively handle multiple tasks at the same time
Be punctual to work functions
Work effectively as a member of a team
Complete work in a timely, accurate, and thorough manner
Perform routine duties with minimal supervision
Comfort with oversight of work while in progress and upon completion
Effectively represent the office of the Executive Director through example
Strive for excellence in all task and/or duties.
Commitment to operating within organizational policy and procedures
Well-lighted, heated, and air-conditioned indoor office with moderate noise
o Ability to lift up to 10 pounds
o Manual dexterity sufficient to reach and handle items, work with fingers and perceive attributes of objects and materials; ability to stand, walk, sit, and reach
Light physical activity performing non-strenuous daily activities of an administrative nature, using close vision
At times, be outdoors in all weather conditions.
Work hours are 8:00 a.m. to 5:00 p.m. Monday through Friday with some additional hours including weekends
Lake Junaluska is an Equal Opportunity Employer