Executive Assistant to the Executive Director

DIVISION: Administration
POSITION TITLE: Executive Assistant to the Executive Director
REPORTS TO: Executive Director
DIRECT REPORTS: None
STATUS: Non-Exempt
LOCATION: In-Office– Must reside in Jacksonville, FL
SALARY RANGE: $50,000 - $60,000
SCHEDULE: Full-time, Monday–Friday, 8:00 AM – 5:00 PM

About Us

The American Culinary Federation (ACF) is the premier professional organization for chefs and culinary professionals in the United States. As a non-profit trade association, ACF is committed to advancing the culinary industry through education, certification, and professional development. We are seeking a highly organized and detail-oriented Executive Assistant to provide high-level administrative support to the Executive Director and ensure seamless day-to-day operations.

Position Summary

The Executive Assistant will serve as a trusted partner to the Executive Director, handling a wide range of administrative and executive support responsibilities. This role requires a proactive professional with exceptional organizational, communication, and technical skills to effectively manage scheduling, meetings, correspondence, and office operations.Key Responsibilities

Administrative Support

• Manage the Executive Director’s calendar, scheduling meetings, appointments, and travel arrangements with efficiency and discretion.
• Serve as the primary point of contact between the Executive Director and internal/external stakeholders.
• Draft, review, and manage correspondence, memos, reports, and presentations.
• Maintain and organize confidential files, records, and documents.
• Oversee office operations and ensure the Executive Director is prepared for all engagements.

Meeting & Event Coordination

• Plan and coordinate staff and Team Lead meetings and other key events, ensuring all logistics are in place.
• Prepare meeting agendas, materials, and minutes while tracking action items for follow-up.
• Facilitate virtual and in-person meetings using Zoom, Microsoft Teams, and other virtual meeting platforms.
• Arrange travel and accommodations for the Executive Director and key staff as needed.

Communication & Relationship Management

• Act as a liaison between the Executive Director and ACF members, partners, sponsors, and board members.
• Screen and manage incoming calls, emails, and requests, prioritizing urgent matters.
• Draft professional and timely responses to inquiries on behalf of the Executive Director.

Office & Project Management

• Assist in coordinating special projects, initiatives, and reports for the Executive Director.
• Maintain expense reports, process invoices, and track budgets as needed.
• Ensure smooth daily operations of the Executive Office with high attention to detail.

Qualifications & Requirements

• Education & Experience: Bachelor’s degree preferred, with at least 3-5 years of experience in an executive assistant role, ideally within a non-profit or trade association environment.
• Technical Proficiency: Expert-level fluency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (Zoom, Microsoft Teams, WebEx), and office management tools.
• Executive Support Skills: Strong understanding of executive scheduling, meeting coordination, email and phone management, and office administration.
• Communication: Excellent written and verbal communication skills, with strong attention to detail and professionalism.
• Organizational & Time Management: Ability to handle multiple priorities, manage deadlines, and maintain confidentiality in a fast-paced environment.

Benefits

• Competitive salary ($50,000- $60,000)
• Comprehensive health, dental, and vision insurance
• Paid time off (PTO), vacation, and holidays
• Opportunities for professional development and growth within the ACF

WORK ENVIRONMENT:
This position requires a presence in the Jacksonville, FL office, with limited availability for remote or hybrid work arrangements.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER:
ACF is committed to fostering a diverse and inclusive workplace. We celebrate diversity and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

DEI (Diversity, Equity, and Inclusion) COMMITMENT:
ACF is dedicated to promoting diversity, equity, and inclusion within our workforce, striving to reflect the communities we serve. We strongly encourage individuals from underrepresented backgrounds to apply and join us in building a more inclusive culinary community.

Disclaimer:
The responsibilities outlined here are not exhaustive and may evolve as we grow. This role offers more than just job duties, it’s an opportunity to be part of an exciting journey at ACF, where you can make a lasting impact. Join us in crafting culinary excellence and memories that endure.

Additional Requirements:

• Valid Florida driver’s license and reliable transportation.
• Willingness to travel as required.
• The ACF maintains a drug-free and smoke-free workplace, fostering a healthy and enthusiastic environment for culinary professionals.
• Problem-Solving: Proactive approach with the ability to anticipate needs, resolve issues, and execute solutions effectively.
• Team-Oriented: A collaborative mindset with the ability to work across departments and engage with a variety of stakeholders.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Executive Assistant: 3 years (Required)

Ability to Commute:

• Jacksonville, FL 32216 (Required)

Work Location: In person

Salary : $50,000 - $60,000