Senior Executive Assistant

LJA Mission Statement:

The mission of Lake Junaluska is to be a place of Christian hospitality where lives are transformed through renewal of soul, mind and body.

Located in the Smoky Mountains of Western North Carolina, Lake Junaluska is a conference and retreat center that hosts over 50,000 overnight guests annually.  We have over 400 lodging rooms, a campground, and meeting space for up to 2,000 people.  All of our facilities are located on a scenic 1,200 acre campus which boasts panoramic views, abundant recreation opportunities, and a 200 acre lake.  Our market ranges from youth groups to affluent leisure guests primarily from the Southeastern United States.

Application Instructions:

Please submit a resume and cover letter explaining your interest and relevant experience. Applications without both documents may not be considered.

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 Trustees, 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

Management Support

• Responsible for initiating and monitoring 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 judgment 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.

Administrative Support

• 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 Trustees Support and Liaison

• Serves as the Executive Director/CEO’s administrative liaison to the Board of Trustees and manage all Board logistics to include;
  • Plan and coordinating semi-annual Board meetings
  • Compiling, and assembling complex and detailed documents, and distributing meeting materials
  • New Board member orientation
  • 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

Management Liaison

• 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

Qualifications

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
• Communication Skills: 
  • Strong proofreading and editing skills. 
  • Ability to respond to inquiries or complaints from guests, agencies, and members of the business community on behalf of the Executive Director/CEO
  • Ability to effectively present information to guests, clients, and employees of the organization
• Math Skills: 
  • Ability to add, subtract, multiply, and divide
  • Ability to compute rates, ratios, and percentages
  • 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 
• Time Management: 
  • Ability to prioritize and organize daily activities
  • Ability to effectively handle multiple tasks at the same time

Performance/Success Factors

• 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 tasks and/or duties.
• Commitment to operating within organizational policy and procedures

Working Conditions

• Well-lighted, heated, and air-conditioned indoor office with moderate noise
• Physical Demands: 
  • Ability to lift up to 10 pounds
  • 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