Executive Assistant

$60,320 - $81,120/Yr

California Farmlink - Aptos, CA

Full-time - Mid Level

Aptos, CA

Professional, Scientific, and Technical Services

About the position

The Executive Assistant (EA) at California FarmLink plays a crucial role in supporting the Chief Executive Officer (CEO) and the Executive Leadership team. This position is based in Aptos, CA, and is essential for managing the schedules and communications of the CEO, ensuring that the organization runs smoothly and efficiently. The EA will be responsible for preparing materials for quarterly Board of Directors meetings, Board Committee meetings, and Farmer Advisory Council meetings, as well as assisting the CEO in board development activities. This role also encompasses various operational tasks, including facilities and office administration, which are vital for the daily functioning of the organization. Success in this role requires a strong commitment to collaboration and relationship-building, as well as a dedication to advancing racial justice in alignment with California FarmLink's mission and values. The EA will work closely with the CEO to support the daily operations of the organization, maintain the CEO's calendar, coordinate travel, and manage correspondence to ensure high-quality and strategic communications. Additionally, the EA will prepare board packets, oversee board logistics, and maintain records of board decisions and policies. This position is not just about administrative support; it is about being an integral part of a team that is dedicated to fostering a diverse, equitable, and inclusive work environment. The EA will also manage document storage and retention, oversee the organizational calendar, and develop efficient processes for office supply management. They will work with IT to ensure that staff have the necessary equipment and technology to perform their roles effectively. The EA will also oversee contracts with consultants and service providers as needed, and complete special projects and other duties as assigned. This position is ideal for someone who thrives in a fast-paced environment and is passionate about supporting the mission of California FarmLink, which is to invest in the prosperity and well-being of farmers, ranchers, and fishers who have limited access to financial resources.

Responsibilities

• Partner with the CEO to support the daily operation of the organization.
• Support communication between the CEO, Board, Leadership Team, managers, and staff.
• Maintain CEO's calendar.
• Coordinate travel for the CEO and leadership.
• Manage CEO correspondence to maintain high-quality, timely, and strategic communications.
• Prepare board packets, logistics, committee meetings, and Farmer Advisory Council meetings.
• Facilitate board reports from staff.
• Attend board, board committee, and Farmer Advisory Council meetings as requested.
• Oversee, record, and archive board decisions, documents, correspondence, minutes, and policies.
• Assist with board recruitment and development.
• Record and track action items from board and board committee meetings.
• Maintain contact information, profiles, and annual board certifications for all active board members.
• Develop and update policies and procedures.
• Update and maintain the Board handbook and forms.
• Manage document storage and retention for the CEO and COO.
• Oversee maintenance of the organizational calendar.
• Develop and maintain a conference schedule for the organization.
• Organize and plan organizational events and meetings.
• Develop efficient and cost-effective processes for purchase of office supplies, and managing office supply inventory.
• Process mail.
• Manage the info@ email.
• Support management of the phone system.
• Oversee leases for office space and equipment.
• Ensure adequate office space.
• Work with IT and staff to ensure adequate communications and information technology capacity.
• Ensure staff and programs have the equipment they need to function as expected.
• Oversee contracts with consultants and service providers as needed.
• Complete special projects and other duties as assigned.

Requirements

• Strong proficiency in Microsoft Office (Word, Excel & PowerPoint) is required.
• Strong written and verbal skills.
• Ability to develop and maintain rapport with members of FarmLink's community, demonstrating respect.
• Ability to exhibit good judgment and act with sensitivity and discretion, keeping confidential information.
• Highly organized but able to thrive in a fast-paced and dynamic environment with ever-changing priorities.
• Ability to multitask, prioritize work, handle interruptions, and meet deadlines.
• Strong customer service skills, being empathetic and firm when communicating.
• Ability and desire to work independently.

Nice-to-haves

• Spanish speaking is a plus.
• Experience developing and implementing DEI principles to support a diverse and inclusive work environment.

Benefits

• Health insurance after 30-60 days (depending on start date).
• Employer contribution to a 403b retirement plan.
• Paid vacation.
• Family-friendly and flexible work environment.