Operations Associate/Manager & Executive Assistant

Valid8 Financial, Inc.; Jacksonville (FL); On-site; USD 50,000 - 80,000; Full time

Job summary

Jacksonville Public Education Fund (JPEF) seeks an Associate/Manager, Operations & Executive Assistant to provide essential executive support and manage daily office operations in a fast-paced nonprofit environment.

The role reports to the Director of Finance and Administration and collaborates with the President to maintain calendars, coordinate travel, prepare briefing materials, and ensure smooth administrative execution. On-site Jacksonville-based role with growth potential.

Qualifications

• Two or more years of administrative, executive support, office operations, or related experience preferred.
• Experience supporting an executive or senior leader is preferred but not required.

Responsibilities

• Provide executive support to the President and VP, manage calendars, travel, briefing materials, and correspondence.
• Oversee office operations, vendor coordination, records retention, and reception duties.
• Support financial controls including deposits, vendor payments, and petty cash.

Skills

Executive support

Office management

Problem solving

Communication

Organizational skills

Education

Associate or bachelor's degree or equivalent

Tools

Microsoft 365

Adobe Acrobat Pro

Job description

Associate/Manager, Operations & Executive Assistant

FLSA Classification: Non-Exempt

Reports to the Director of Finance and Administration

About the Organization

The Jacksonville Public Education Fund (JPEF) is an independent nonprofit organization that activates community support, connects partners, and advances effective ideas for the success of all students. JPEF serves as a trusted civic intermediary that brings together educators, families, community organizations, employers, higher education institutions, philanthropy, and public-sector leaders to accelerate progress for students and strengthen long-term opportunity across Jacksonville.

The organization’s FY2027-2030 strategic framework reflects a growing emphasis on ecosystem alignment, strategic learning, innovation, and civic engagement around student success and future readiness.

JPEF has a highly engaged board, significant fiscal resources, and talented staff to drive the organization’s work. The fast-paced, entrepreneurial organization has more than a decade-long track record of helping public schools significantly improve student outcomes through innovative, community-focused, data-driven solutions.

Position Summary

The Operations Associate/Manager and Executive Assistant provides essential support for JPEF’s operations through active management of our office and high-quality administrative and logistical support to executive leadership. As such, the Associate plays a critical role in ensuring the smooth execution of office operations. As the primary point of contact for JPEF’s office, the Associate serves as a vital connector between team members, board members and JPEF’s constituency. This position reports to the organization’s Director of Finance and Administration and works closely with the President to help manage a fast-moving schedule, coordinate priorities and follow-through, and ensure that important administrative and operational details are executed with excellence.

This is an ideal opportunity for a highly organized, proactive, and tech-savvy professional who takes pride in anticipating needs, solving problems, and helping a team operate at its best. The successful candidate will be comfortable managing multiple priorities, learning new systems quickly, and interacting professionally with senior leaders and community partners.

The Associate will work closely with other Jacksonville Public Education Fund staff members to advance organizational goals and strategy; ensure the alignment of our efforts; engage in collaborative learning, planning and action; support strong execution and make continuous improvements.

There is the possibility for this position to be categorized as a Manager level depending on the candidate’s experience and expertise.

Responsibilities

Executive Support to the President

• Assume a proactive role in increasing the efficiency and organization of the President.
  • Maintain the president’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, and preparing briefing materials. Managing the president’s calendar requires both sound judgement, attention to detail, and the ability to anticipate scheduling needs and competing priorities.
  • Coordinate the president’s travel arrangements and prepare itineraries and supporting materials.
  • Take notes during assigned meetings, track action items, and support timely follow-through.
  • Draft correspondence on behalf of the President.
  • Record the president’s meetings and corresponding notes with donors in JPEF’s Salesforce CRM.
  • Support the President by maintaining comprehensive and accurate records.
  • Research and compile information as requested by the President.
  • Ensure the President is informed of priorities, deadlines, and challenges.
  • Assist with expense reports, reimbursements, documentation preparation, and other administrative needs.
  • Anticipate recurring executive needs and proactively prepare materials, reminders, and logistical support.
• Provide scheduling support to the Vice President as needed.

Office and Operations Support

• Maintain and continuously improve effective office systems and procedures that support an organized, efficient, and welcoming workplace.
  • Maintain a clean and orderly office and efficient office services by organizing office operations and procedures, managing filing and document systems, coordinating equipment and vendor needs, and maintaining the office supply inventory.
  • Provide historical reference by maintaining procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Maintain and update administrative standard operating procedures and identify opportunities to improve routine processes.
  • Use technology and digital tools effectively to streamline administrative processes and improve organization.
• Serve as primary reception contact for office, executing duties with politeness and professionalism to ensure quality customer service among community supporters, school district officials and other contacts.
• Serve as an ongoing liaison to building management, vendors, and other business partners on logistical matters.
• Sort and route all incoming mail.
• Support routine technology, equipment and office troubleshooting, and coordinate with external vendors when needed.

Financial and Administrative Support

• Serve as a component of JPEF’s financial controls, including
  • Deposit incoming checks and document them in the deposit log.
  • Scan and maintain appropriate records of incoming checks and related documentation.
  • Print and mail vendor check payments from QuickBooks Online.
  • Maintain the petty cash log.
  • Support accurate organization of routine financial documentation.

Board, Staff and Meeting Support

• Provide logistics support by scheduling meeting spaces, catering, tracking RSVPs/attendance and preparing and disseminating materials for meetings, including Board of Directors meetings.
• Provide administrative and logistical support for Board and committee meetings, including scheduling, meeting materials, room preparation, and follow-up.
• Support logistics for staff retreats, organizational events, and other special meetings.
• Help ensure meeting spaces and materials are prepared to a high standard and that participants have a professional, welcoming experience.
• Perform miscellaneous ongoing administrative duties as assigned or as determined to be necessary by the President and Director of Finance and Administration.

General

• Actively participate in internal meetings, work sessions and retreats with a focus on collaborating cross-functionally, strategizing and evaluating effectiveness.
• Support other efforts as overall JPEF strategies and priorities dictate.
• Maintain organized systems for assigned workstreams and contribute ideas for improving internal processes.
• Demonstrate flexibility and a willingness to step in where needed in a small, collaborative organization.

Qualifications

• Associate degree, bachelor’s degree or equivalent combination of education and relevant professional experience preferred.
• Two or more years of relevant administrative, executive support, office operations, customer service, or related professional experience preferred.
• Experience keeping up with complex schedules, managing multiple competing priorities, and maintaining high-level business relationships required.
• Administrative experience in a non-profit or business setting preferred.
• Experience supporting an executive or senior leader is preferred but not required for an otherwise highly qualified candidate.

Skills, Knowledge and Abilities

• Strong problem-solving skills and demonstrated ability to consistently take initiative.
• Exceptional attention to detail, follow-through and reliability.
• Ability to maintain and respect the sensitive, private and confidential nature of information related to grants, donors, board members, advisors, personnel, and the organization.
• Strong organizational skills with the ability to manage multiple projects simultaneously, prioritize deliverables, and handle unanticipated demands and requests.
• Excellent interpersonal skills, adaptability, and a collaborative style with ability to engage colleagues at all levels.
• Confidence to work internally and externally with various leaders, partners, staff and consultants to support the organization’s efforts.
• Experience and comfort working with Microsoft 365 (Outlook, Office applications, Teams), Adobe Acrobat Pro, and various web-based applications.
• Strong technology aptitude and demonstrated ability to learn new platforms and systems quickly.
• Strong written and verbal communication skills.
• Professional judgment and discretion, particularly when interacting with board members, donors, senior community leaders, and confidential organizational information.
• Ability to anticipate needs and take appropriate action without requiring extensive direction.

Additional Qualifications

• Clear commitment to the importance of providing a high-quality public education for all students in Jacksonville, particularly historically underserved student populations.
• Ability to work effectively in a fast-paced, deadline- and goal-driven organization.
• Excitement and openness to continued learning and development.
• Knowledge of Jacksonville is preferred but not required.
• Ability and willingness to work fully onsite at JPEF’s Jacksonville office during regular business hours with occasional early morning or evening responsibilities associated with board meetings, events or organizational activities.

Salary and Benefits

The salary range for this position is competitive and depends on prior experience. JPEF provides a comprehensive benefits package to regular, full-time employees that includes employer-paid life insurance and short-and long-term disability insurance; a generous employer contribution to medical, dental, and vision insurance; and a 100% employer match to a 401(k) retirement plan up to 5% of the employee's salary. Additionally, regular, full-time employees receive 16 paid holidays and accrue 4 weeks of PTO annually.

JPEF is committed to the professional growth and development of its team members. This role offers significant exposure to nonprofit leadership, organizational operations, board engagement and community partnerships and provides an opportunity for a high-performing professional to grow in responsibility over time.

Commitment to Diversity

The Jacksonville Public Education Fund encourages individuals of all backgrounds to apply for this position. We are committed to creating an environment where staff and stakeholders from all backgrounds can thrive.