Executive Assistant

SUMMARY

This position is responsible for providing multi-faceted and comprehensive support to the Chief Operating Officer, managing diverse administrative and executive tasks, and facilitating internal and external communications in a dynamic, fast-paced environment. The executive assistant will ensure effective use of the executive's time and productive interactions with staff and the public.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide highlevel administrative support composing and preparing correspondence, arranging complex and detailed travel plans, itineraries, and agendas.
• Manage an extremely active professional and personal calendar of appointments, meetings, and engagements for the Chief Operating Officer, acting as the primary point of contact for all calendarrelated inquiries ensuring an efficient and wellorganized allocation of their time.
• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
• Coordinate meetings on behalf of COO with CEO, CFO, CMO, CAO, CPO, CFOO, and HR, ensuring productive and regular interaction.
• Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain the utmost confidentiality.
• Develops positive and strategic relationships at all levels of the organization. Act as a point of contact between the Chief Operating Officer and internal/external stakeholders.
• Regularly review the business plan, select contracts and other internal documents with the Chief of Staff to ensure that the company's direction and activities are consistently aligned with strategic objectives.
• Conducts research and information gathering on behalf of the executive and prepares summaries and reports.
• Facilitate internal communication, providing clear and timely communication between the Chief Operating Officer and staff.
• Maintain a fulltime presence on the job
• Other duties may be assigned

SUPERVISOR RESPONSIBILITIES

• This position has no supervisory responsibilities

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Exceptional verbal and written communication skills. Able to effectively communicate with all levels of personnel and customers
• Prioritize and perform multiple tasks in a high pace and responsive environment
• Thorough ability to read and interpret required documentation from a wide variety of customers
• Experience working with outside vendors and contractors
• Strong networking skills
• Working knowledge of computers and jobrelated software programs

EDUCATION/EXPERIENCE

• Bachelor’s degree or equivalent experience
• Proven experience as an executive assistant or other seniorlevel administrative support experience required.

LANGUAGE SKILLS

Ability to read, write, speak and understand English.

PHYSICAL DEMANDS/WORK ENVIRONMENT/CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Regular sitting, standing and walking throughout the day to accomplish tasks
• Manual and finger dexterity used regularly with some repetitive finger motions, and required usage of both hands as needed
• Lifting and carrying up to 25 pounds, occasionally up to 50 pounds
• Specific vision abilities include close and distance vision; able to identify colors, small letters and numbers; hand/eye coordination, depth perception and able to adjust focus
• Other conditions may include frequent reaching, stretching, pushing, pulling, pinching, grasping, gripping, and crouching or stooping

This is an air-conditioned facility with many pieces of equipment that produce heat. The following are potential items that may be encountered in home site or in domestic factories during visits: fumes, dust, noise, hazardous/toxic chemicals. Appropriate training is provided and documented based on job placement that complies with OSHA and EPA regulations.

ENVIRONMENTAL POLICY

SJCCE is dedicated to identifying and reducing the environmental impact of its operations, activities, and products. It is our commitment to comply with all applicable laws and other regulatory requirements concerning the environment. We are committed to preventing pollution and continually improving our environmental performance in all of our operations. This will be achieved through a comprehensive Environmental Management System that provides the framework for setting and reviewing environmental objectives and targets of SJCCE.

TRAVEL

Up to 20% of travel between St. Augustine and Ponte Vedra; travel may be sporadic.

About SJC Cultural Events, Inc.

Based in St. Augustine, Florida, SJC Cultural Events, Inc. (SJCCE) is a community-focused 501(c)3 nonprofit organization dedicated to enriching St. Johns County and music enthusiasts worldwide through authentic cultural programming. SJCCE manages and operates award-winning live entertainment venues, including The St. Augustine Amphitheatre and Ponte Vedra Concert Hall. The organization also produces the renowned Sing Out Loud Festival and the Fort Mose Jazz & Blues Series, playing a pivotal role in both the cultural enrichment and economic vitality of the St. Johns County community. With a core guiding principle of being “Community Owned, Community Operated, Community Led,” SJCCE passionately promotes performances by internationally acclaimed artists, and champions educational and community-tailored events to deepen appreciation for the arts.