Senior Executive Assistant & Governance Coordinator

About the Role

St. John's Episcopal Cathedral in downtown Jacksonville is seeking a senior-level Executive Assistant & Governance Coordinator to serve as a strategic partner to the Dean and Vicar.

This is not a traditional administrative role. We need someone with seasoned judgment, governance experience, and the confidence to manage complexity in a high-trust, fast-paced environment. We need someone who anticipates needs, makes sound decisions about priorities, and follows through without constant supervision.

Schedule: Monday–Thursday and Sunday mornings. Sunday presence is expected most weeks to support clergy leadership during services.

What You'll Do

Executive Support & Calendar Management

• Manage the Dean and Vicar's calendars with significant autonomy, making strategic decisions about time allocation
• Protect focus time for sermon preparation, pastoral care, and strategic leadership
• Coordinate complex meetings, events, and multi-party engagements
• Prepare clear daily and weekly briefings to keep leadership ready and informed

Governance & Committee Coordination

• Serve as primary liaison to the Vestry (board of directors) and Finance Committee
• Prepare agendas, distribute materials, and capture accurate meeting minutes
• Track decisions, action items, and deadlines between meetings
• Maintain organized governance records and support annual milestones (elections, audits, annual meetings)

Implementation & Follow-Through

• Translate leadership decisions into structured next steps with clear ownership
• Maintain tracking systems to prevent project drift
• Coordinate staff assignments with the Vicar to support supervision and project execution
• Draft concise recap communications clarifying assignments and timelines

Executive Writing & Correspondence

• Draft and edit professional and pastoral correspondence on behalf of clergy leadership
• Refine dictated or rough content into polished communications
• Maintain a writing voice that reflects warmth, clarity, and institutional professionalism

Triage, Judgment & Confidentiality

• Triage requests for clergy time with discretion, distinguishing urgent pastoral needs from routine scheduling
• Maintain strong boundaries while remaining warm and approachable
• Handle confidential pastoral, governance, financial, and personnel information with integrity

Travel & Logistics

• Coordinate travel and speaking engagements with clean, well-sequenced itineraries
• Support presentation materials and event logistics

Administrative & Systems

• Track clergy expenses and reimbursement processes
• Maintain fluency with Outlook, office systems, and the Cathedral's membership database

What We're Looking For

Required:

• 5+ years of senior executive support experience (or equivalent high-complexity coordination role)
• Experience working with boards, senior leadership, or governing bodies
• Exceptional judgment and discretion
• Demonstrated steadiness in high-pressure, multi-priority environments
• Strong writing and editing skills
• Advanced proficiency with Outlook and standard office technology
• Proven ability to think ahead, anticipate needs, and act independently

Preferred:

• Experience in a church, cathedral, or faith-based nonprofit environment
• Familiarity with nonprofit governance structures

Who You Are

• Proactive — you anticipate rather than react
• Calm and steady under pressure
• Warm but appropriately boundaried
• Confident exercising judgment and making decisions
• Highly trustworthy with sensitive information
• Clear, collaborative communicator

Why This Role Matters

This position strengthens three critical areas of Cathedral leadership:

• Clergy effectiveness — through disciplined time management
• Governance stability — through structured coordination and preparation
• Organizational execution — through consistent follow-through

The right person will meaningfully increase the Cathedral's leadership capacity and institutional clarity.

Compensation & Benefits

Competitive salary commensurate with experience. Benefits included. Reports directly to the Vicar and works closely with the Dean.

Pay: $50,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have experience supporting a board of directors or governing body?
• Are you available to work Sunday mornings most weeks?
• Do you have strong professional writing and editing skills?

Experience:

• executive support or high-level coordination: 5 years (Required)

Work Location: In person