Executive Assistant to the President & CEO-Cathedral Arts Project, Inc.
Categories Administrator, Executive Officer, Secretarial/Support Staff
Expires Mar 31, 2025
Description
Position: Full Time, Salaried
Location: Hybrid role in Jacksonville, FL.
Department: Executive Office
Why You Will Love This Role
Are you a proactive problem solver who thrives in a fast-paced environment? Do you have a knack for keeping things organized, anticipating needs and ensuring everything runs smoothly behind the scenes? As CAP’s Executive Assistant to the President & CEO, you will play a critical role in maximizing the CEO’s impact by managing key administrative functions with precision, efficiency and discretion.
This is a high-trust partnership where your responsiveness, attention to detail and ability to handle shifting priorities will be key to CAP’s success. Our current Executive Assistant has set the gold standard but will be relocating back to his home due to family reasons, leaving an opportunity for the right person to step into this essential role.
If you thrive in an environment where no two days are the same, enjoy being a step ahead and love bringing order to complexity, we want to hear from you.
This is a hybrid role that requires in-office presence at least two and a half days per week, including Tuesdays and Thursdays. Additional office time may be needed in any given week based on the CEO’s meeting schedule.
Essential duties and responsibilities
Your Impact • Own the Details – Manage the CEO’s schedule, ensuring seamless coordination of meetings and event. Prioritize, reschedule and adjust as needed to keep things running smoothly. • Be the CEO’s Right Hand – Respond to emails and texts promptly, handling communication with board members, staff and external partners with professionalism and discretion. • Keep Information Flowing – Draft and edit correspondence, compile materials for meetings and create clear, well-organized spreadsheets and reports. • Coordinate with the Board – Support board meetings by preparing agendas, taking minutes and ensuring accurate record-keeping. • Support Internal Communications – Help craft and distribute CAP’s weekly e-newsletters to the board and staff, ensuring consistency and accuracy. • Anticipate and Solve Problems – Stay two steps ahead, identifying challenges before they arise and suggesting proactive solutions. • Foster Efficiency – Implement and refine administrative processes that enhance productivity for the CEO. A Day in the Life • Start the morning responding to emails from the CEO, reviewing her calendar and flagging any urgent items that need immediate attention. • Coordinate last-minute adjustments to meeting schedules, ensuring all logistics are in place. • Draft a concise email update for the leadership team, summarizing key developments and upcoming events. • Prepare materials for the CEO to edit for the weekly staff and board digital newsletters. • Join the CEO for a meeting, taking detailed notes and tracking action items. • Greet and welcome external guests to meetings with the CEO. • Participate in staff meetings. • Handle an unexpected scheduling conflict, quickly finding a solution that works for all parties involved. • Prepare correspondence for the CEO’s signature. • Wrap up the day by finalizing minutes from a board committee meeting and confirming the next day’s priorities with the CEO.
Qualifications
What You Will Bring • Action-Oriented Mindset – You’re a doer who takes initiative and doesn’t let tasks linger. • Organizational Mastery – You excel at managing multiple moving parts, prioritizing effectively and staying ahead of deadlines. • Strong Communication Skills – You write and speak with clarity, professionalism and diplomacy, ensuring messages land as intended. • Tech Savviness – You’re comfortable with Microsoft Office (especially Excel and Outlook), online collaboration tools and digital communication platforms. • Discretion and Professionalism – You handle confidential information with the utmost care and maturity. • Ability to Work at a Fast Pace – You thrive in an environment where priorities shift quickly and details matter. • Collaborative Spirit – You work well with internal and external stakeholders, always keeping CAP’s mission at the forefront. • Problem-Solving Instincts – You see obstacles as opportunities and approach challenges with a solution-oriented mindset.
Education and Experience
High School Diploma
Salary/Salary Range
Perks & Benefits • Competitive Compensation: Starting salary ranges from $60,000 to $80,000, adjustable based on your experience. This position recognizes the value you bring to CAP and offers the opportunity for annual merit increases of up to 6% and performance bonuses up to 3%. • Healthcare Coverage: To ensure you and your health are well taken care of, CAP will cover 75% of the premiums in your selected plan for individual medical, dental and vision insurance options. • Retirement Planning: Invest in your future with CAP’s 403(b) retirement savings plan, including a CAP match of 3%. It’s never too early or too late to start planning for retirement. • Generous Time Off: Recharge and rejuvenate with 21 days of paid time off, plus 21-24 paid holidays throughout the year. CAP’s flexible schedule allows you to balance your professional and personal life effectively. • Commuter Benefits: Enjoy paid parking in a central downtown location, making your commute easier. • Professional and Personal Growth: After one year with CAP, you’ll gain access to additional tenured benefits, including opportunities for professional development to further enhance your skills and career. Personal wellness credits are also offered to support your overall well-being. • Family First: Following a year of employment, take advantage of CAP’s paid parental leave, allowing you to focus on your family’s significant life moments.
How to Apply
Are You Ready? If you are energized by high-level executive support, love managing details with precision and want to play a pivotal role in an organization making a real difference, we invite you to apply. To apply, submit a résumé and a brief cover letter to khyatt@capkids.orgexplaining: 1. Why this role excites you. 2. How your skills align with CAP’s needs. Join us in shaping the future of arts education!