Full-Time Executive Assistant
The Cummer Museum of Art & Gardens is looking for a Full-Time Executive Assistant. The Executive Assistant will be responsible for providing confidential, executive-level administrative support to the Board of Trustees and Director’s office.
- Support the Museum’s mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect for individuals, commitment to our community, and accountability and ownership.
- Manage all administrative details of Director’s office.
- Manage Director’s calendar. Arrange commitments to maximize Director’s time efficiency; allow decision/desk time.
- Positively represent the Director in a professional manner to members of the Board, donors, visitors, and others.
- Arrange luncheons and meetings for Director’s office.
- Organize Board of Trustees and committee meetings to include scheduling, assembling materials, distribution of meeting information, attendance confirmation, boardroom preparation, and refreshments.
- Take minutes and maintain permanent records/files for all Board and Board Committee meetings.
- Assist Board Committee chairs and staff liaisons with various assignments.
- Manage Board and committee meeting notices and attendance lists for staff liaisons.
- Prepare/update Board Manuals annually and as needed. Schedule and coordinate new Trustee orientation.
- Maintain up-to-date rosters and committee calendars for Board of Trustees, Honorary, and Past Trustees. Provide Board members and Museum staff with current rosters at all times.
- Maintain and update by-laws and file records.
- Establish and manage filing and document retention for the Director, Board of Trustees, and Board Committees.
- Answer telephone, screen calls for Director, return calls, take and relay messages accurately, and re-route as necessary.
- Collect and distribute all staff mail. Open and arrange essential mail in priority action order for Director.
- Prepare and control a portion of the administrative budget. Validate, prepare, and submit check requests for Administration invoices.
- Coordinate weekly Senior Leadership meetings and Monthly staff meetings.
- Responsible for ordering and receiving staff and volunteer nametags.
- Order basic office supplies, as well as supplies for the all-in-one printer. Responsible for operation and maintenance on all-in-one printer.
- Responsible for organizing and inventory of administration kitchen.
- Participate in Museum functions as directed.
- Other job duties as assigned.
Knowledge, skills, and abilities:
- Associate degree required. Bachelor degree preferred.
- Minimum of five (5) years prior experience in an administrative support role required to include a minimum of three (3) years prior experience supporting Executive level staff.
- Nonprofit experience preferred.
- Experience in a service or support position working with high-level donors or customers required: experience as staff support to a board preferred, including knowledge of board policies, procedures, and standards for a non-profit governing board.
- Thorough knowledge of business writing with excellent spelling and grammar skills.
- Excellent skills in composing, formatting, and typing accurately, a variety of correspondence, reports, minutes of meetings, and other records using Microsoft Suite.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, colleagues, external partners, art institutions, volunteers, donors, and general public.
- Experience and ability to efficiently handle multiple tasks requiring considerable exercise of independent judgment and absolute integrity.
- Maintain confidentiality in all activities.
- Strong organizational skills and ability to handle and prioritize detailed projects simultaneously and carry them through to completion.
- Demonstrated ability to take initiative and solve problems and set priorities.
- Thorough knowledge of office practices, procedures, and equipment.
- High level of proficiency in the use of Microsoft Office programs, especially MS Word, MS Excel, MS Outlook and MS PowerPoint. Proficiency with Altru preferred.
Qualified candidates send cover letter and resumé with salary requirements to Cummer Museum of Art & Gardens, Attn: Human Resources, 829 Riverside Avenue, Jacksonville, FL 32204 or firstname.lastname@example.org.