Operations Associate/Manager & Executive Assistant

Role summary

Operations Associate/Manager & Executive Assistant is a role at Jacksonville Public Education Fund in Jacksonville, Florida, United States (on-site). Posted 2026-08-19. Experience level: 2-5.

Job title

Operations Associate/Manager & Executive Assistant

Company

Jacksonville Public Education Fund

Location

Jacksonville, Florida, United States

Work arrangement

on-site

Category

Administrative

Experience level

2-5

Date posted

2026-08-19

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 Meetin