Executive Assistant to the President-Florida Theatre
Categories Administrator
Expires Oct 31, 2024
Description
Florida Theatre Performing Arts Center, Inc. is the nonprofit corporation managing and programming the historic Florida Theatre in downtown Jacksonville, Florida. In the up to 2,000-seat category, the 1,864-seat Florida Theatre is consistently ranked as one of the Top 5 most attended theatres in the nation by Pollstar, and a Top Stop in Florida by VenuesNow. The Florida Theatre provides the 12th largest city in the U.S. with 200 live performances and events annually.
Applications are welcomed for the position of Executive Assistant to the President of the organization. The Executive Assistant will provide high-level administrative support to the President; serve as a primary point of contact for internal and external constituents; and work closely with members of the Board of Directors and the Senior Staff of the organization.
Essential duties and responsibilities
• Provide administrative support to the President of the organization. • Manage an active calendar of appointments. • Receive inbound calls. • Make outbound calls seeking appointments. • Complete monthly expense reports. • Draft correspondence from the routine (thank you letters, etc.) to the confidential. • Arrange local and some national travel. • Be a barometer of issues in the workplace and the larger community, alerting the President to issues that may require his or her attention. • Research issues of concern to the President, and if appropriate, recommend a response. • Be a conduit for good communication between the President and the rest of the organization. • Anticipate the President’s needs in advance of meetings and keep him or her informed and on track for upcoming commitments and responsibilities. • Serve as the liaison to the Board of Directors. • Assist the Board Chairperson and the President with management of the board. • Coordinate the taking and distribution of minutes of board and committee meetings with the Secretary of the Board. • Send meeting invites and manage RSVPs for board and committee meetings. • Prepare, collect and send meeting materials prior to board meetings. • Maintain the Board of Director's Manual. • Coordinate the activities of board committees with the appropriate chairpersons. • Assist internal functions such as the Holiday Party, Usher Appreciation Night, etc.
Qualifications
• Provide administrative support to the President of the organization. • Manage an active calendar of appointments. • Receive inbound calls. • Make outbound calls seeking appointments. • Complete monthly expense reports. • Draft correspondence from the routine (thank you letters, etc.) to the confidential. • Arrange local and some national travel. • Be a barometer of issues in the workplace and the larger community, alerting the President to issues that may require his or her attention. • Research issues of concern to the President, and if appropriate, recommend a response. • Be a conduit for good communication between the President and the rest of the organization. • Anticipate the President’s needs in advance of meetings and keep him or her informed and on track for upcoming commitments and responsibilities. • Serve as the liaison to the Board of Directors. • Assist the Board Chairperson and the President with management of the board. • Coordinate the taking and distribution of minutes of board and committee meetings with the Secretary of the Board. • Send meeting invites and manage RSVPs for board and committee meetings. • Prepare, collect and send meeting materials prior to board meetings. • Maintain the Board of Director's Manual. • Coordinate the activities of board committees with the appropriate chairpersons. • Assist internal functions such as the Holiday Party, Usher Appreciation Night, etc.
Education and Experience
• Bachelor's degree preferred. • Fluent with Microsoft Word, Excel, Outlook and Power Point; Zoom; and Adobe Acrobat. (A computer skills test may be administered as part of the interview process.) • Fluent with both the email and the calendar functions of Outlook. • Fluent with Google Calendar. • Available for occasional night and weekend work related to performances, fundraisers and donor solicitation. Benefits • In the Florida Theatre personnel system, this is a Manager/Level 5 position. • The salary range for Level 5 is $50,000 to $70,000 commensurate with experience. • 100% health, dental and life insurance coverage for the employee. • Ability to buy family members into the insurance plan via payroll deduction. • 403B retirement savings plan with an employer match up to 4% after one year. • 12 paid vacation days, 9 paid holidays, 6 paid sick days per year.
Salary/Salary Range
$50,000 to $70,000
How to Apply
The Executive Assistant reports to the President. This is not a remote position. This is a 9:00 to 5:00 administrative position, also requiring occasional nights and weekends. Letter, resume, references and salary requirements to: Numa Saisselin, President, Florida Theatre Performing Arts Center, Inc., 128 East Forsyth Street Suite 300, Jacksonville, Florida 32205, numa@floridatheatre.com.