Job Listing

Executive Assistant

The Cummer Museum of Art & Gardens, Jacksonville

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.

To Apply:
Qualified candidates send cover letter and resume with salary requirements to Cummer Museum of Art & Gardens, Attn:  Human Resources, 829 Riverside Avenue, Jacksonville, FL 32204 or jobs@cummermuseum.org

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