Executive Coordinator - Administrative Assistant

Girls of Virtue Executive Coordinator

Job Title: Executive Coordinator Location: Jacksonville, Florida Position: Part-Time Compensation: Salary Based on Experience Reports To: President

Position Summary:

Girls of Virtue is seeking an Executive Coordinator to work directly with our President to provide critical support that ensures smooth daily operations at the empowerment center and participating schools. The Executive Coordinator contributes to the overall development, management, organization, and financial sustainability of Girls of Virtue. The ideal candidate will have experience developing and growing programs and organizations, an entrepreneurial spirit, and the ability to seize opportunities that drive results across various functional areas. We are looking for a versatile leader, proactive achiever, and dedicated supporter, driven by a genuine passion for empowering and uplifting young women.

About Us:

Girls of Virtue is a local nonprofit organization dedicated to creating a safe environment and community for high school girls and young women, teaching them the skills needed to thrive in today’s world. We focus on instilling essential skills through a variety of enriching programs and resources, including mentorship, workshops, education, and spirituality, at our empowerment center and in local schools. What began as a simple desire to give back has evolved into a transformative mission that uplifts and impacts the lives of countless young women in our city. Every partnership, volunteer, and resource we bring into our schools and empowerment center strengthens our community and expands our reach, building a brighter future for the next generation.

Responsibilities:

These responsibilities reflect essential duties and may evolve based on company needs:

Legal Operations:

● Contract Management.

● Human Resources Management

● State Filings 

● Risk and Compliance Management

Administrative Support:

● Provide daily administrative support to the President, including managing the calendar and scheduling meetings and events.

● Prepares meeting agendas, takes minutes, and distributes follow-up action items.

● Handle confidential information with discretion.

● Oversee physical and digital file management, ensuring records are current and compliant with organizational standard operating procedures and other administrative paperwork.

● Assists with emails, texts, and phone calls from participants, volunteers, and sponsors.

● Offsite tasks: Handle rent payments, deliveries to the PO box, deposit checks, retrieve mail, collect donations, and pick up orders.

Communication and Relationship Management:

● Act as the primary point of contact for internal and external communications on behalf of the President.

● Build and maintain a strong relationship with participating schools, community partners, donors, and volunteers.

● Collaborate with the Board of Directors to create a positive, effective, and engaged board.

● Engage and assist with the girls' needs while at the center.

● Oversee email communications by drafting, editing, and reviewing messages and documents. Effectively monitor and manage the President’s inbox, prioritizing and organizing messages for optimal responsiveness

● Conduct regular meetings with staff, volunteers, and community partners.

● Provide support to in-office employees and volunteers.

● Attend school workshops and events.

Event Coordination:

● Assist in planning and organizing events, workshops, fundraisers, and community programs.

● Handle event logistics.

● Work closely with sponsors, volunteers, and team members to ensure smooth event execution.

Project Management:

● Track deadlines, deliverables, and follow-up actions for ongoing projects.

● Collaborate with team members to ensure timely completion of key projects.

● Provide regular progress updates and reports to the President.

● Provide support for strategic planning and expansion efforts.

Office Management:

● Maintained a well-organized office and empowerment center, ensuring spaces are tidy and fully stocked through efficient supply ordering and inventory management. ● Monitor and manage building access, ensuring only authorized guests enter and exit.

● Coordinate and schedule work orders, supervise maintenance activities, and handle payments for required building upkeep.

Financial Administration:

● Assist the accountant with budget tracking and expense reporting.

● Ensure timely payments for rent, utilities, and other expenses.

Research and Reporting:

● Conserve the executive’s time by reading, researching, and supporting program development.

● Conduct data analysis and draft documents to support center development.

Experience:

● Legal Operations Management: In-depth understanding of legal terminology, document preparation, state filings, regulatory compliance, and expansion reporting. Proficient in maintaining legal documentation for 501(c)(3) organizations, ensuring compliance with legal requirements.

● Social Services: Background in social work with the ability to address a variety of challenges faced by young women, such as poverty, abuse, mental illness, and addiction.

● Administrative and Executive Support: Extensive experience providing high-level executive support with strong organizational skills in managing multiple priorities, coordinating internal projects, and ensuring smooth day-to-day operations.

● Human Resources Management: Experience in overseeing HR functions such as recruitment, onboarding, training, policy administration, payroll, and compliance.

● Non-Profit and Grant Management: Experience in nonprofit management, including drafting and submitting grant applications, preparing legal documents, and ensuring funding compliance, with a strong ability to support non-profit initiatives through effective project management and administrative support.

● Project Coordination and Event Planning: Expertise in coordinating projects and events, ensuring deadlines are met and objectives are achieved.

● Communication and Writing: Proficiency in drafting professional correspondence, legal documents, and presentations; adept at managing executive communications.

● Financial Administration: Experience in budget tracking, expense reporting, and any related financial support functions.

● Business Management: Background in daily operations, sales, marketing, and vendor management. Skills:

● Multitasking & Time Management: Ability to manage multiple priorities effectively in a demanding executive coordinator role, ensuring efficiency, professionalism, and seamless support.

● Advanced Problem-Solving: Strong analytical and problem-solving skills, able to assess challenges and implement effective solutions without constant supervision.

● Adaptability & Flexibility: Ability to thrive in dynamic environments, quickly adapting to shifting priorities and responsibilities with a proactive and solution-oriented mindset.

● Proactivity: A self-starter who takes initiative in handling tasks independently, identifying opportunities for improvement, and contributing to organizational success.While actively being engaged with our young women.

● Communication Skills: Strong written and verbal communication, ensuring professionalism across all interactions, from internal and external communications.

● Technical Proficiency: Highly skilled in using modern office equipment and software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other relevant tools.

● Organizational Excellence: Strong organizational skills with a focus on maintaining order, streamlining processes, and ensuring operational efficiency in managing administrative and executive tasks.

Requirements:

● Reliable transportation and clean driving record.

● Ability to pass a background check and drug screening.

● Bachelor of Arts or Science degree or comparable work experience, with three years of demonstrated leadership experience, preferably in a non-profit community.

● Experience in nonprofit management.

● Alignment with Girls of Virtue's mission and core values

● Human resources management experience.

● Discretion and trustworthiness.

● Ability to communicate and multitask efficiently and professionally in a high-demand environment.

● Must occasionally be available after hours (nights and weekends) as needed for GOV events, funding opportunities, and ambassador engagements.

How to Apply: To apply, email a cover letter, resume, and a minimum of four references along with any certifications, portfolios, or any other information that represents your work to Mona King at info@girlsofvirtue.com.