Job Details

Executive Assistant

Job Announcement

Department: Administration  

Reports To: CEO

Classification: Non-Exempt

Hiring Salary Range: $29 - $39/hour, commensurate with experience

Job Location: California FarmLink Main Office - Aptos, CA

Position Summary:

The Executive Assistant (EA) reports to the Chief Executive Officer (CEO) of California FarmLink and manages the schedules and communications of the CEO and key Executive Leadership. The EA leads preparation for quarterly Board of Directors, Board Committee, and Farmer Advisory Council meetings and supports the CEO in Board development. They also support tasks in Operations including facilities and office administration. 

Success in the EA role will require a deep commitment to working collaboratively, attending to relationships, and advancing racial justice in alignment with California Farmlink`s mission, vision, and values.   As a valued FarmLink staff member, you will work with others to implement the organization`s Diversity Equity, and Inclusion Principles and Strategic Plan.

Responsibilities:

• CEO and Executive Leadership Support
  • 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.
  • Support the Director of Communications and Philanthropy in strategic communications from the CEO using Client Relationship Management (CRM) tools.
• Board of Directors
  • Prepare board packets, logistics, committee meetings, and Farmer Advisory Council meetings,
  • Facilitating board reports from staff, 
  • Attends 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.
• Administration and Office Management
  • 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.
• Operations/Facilities
  • 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. 
  • Contracts: Oversee contracts with consultants and service providers as needed.

Completes special projects and other duties as assigned. 

Required Qualities and Experience:

• 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, be able to keep 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

Preferred Qualities and Experience:

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

Physical Requirements:

Frequent sitting, keyboarding, standing, walking. Work may require extended time on the telephone or conducting one-on-one or small group meetings.  Occasional presentations to large groups (20+) may be required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change over time.

Who We Are

California FarmLink invests in the prosperity and well-being of farmers, ranchers, and fishers who have limited access to financial resources. FarmLink envisions a healthy food system where farmers and ranchers have opportunities to build wealth and conserve natural resources. We strive for equitable access to opportunity, resilient working landscapes, fairness and accountability, and learning from small farmers and ranchers from all walks of life. As a 501(c)(3) non-profit Community Development Financial Institution (CDFI), FarmLink has established one of the nation`s most robust economic engines to support farmers of color and invest in the success of small farms, ranches, and fishing businesses in California.

FarmLink is a growing, fast-paced organization made up of energetic professionals dedicated to making change in their communities. We strive to foster a collaborative, team-oriented workplace that supports innovative and entrepreneurial approaches to small business development. FarmLink seeks people inspired by a passion for issues of sustainability, regenerative agriculture, and social equity in California agriculture.

We believe that to advance our vision for a more inclusive, equitable food and farming system, we must likewise strive for a diverse, equitable, and inclusive work environment that is supportive, transparent, and positive. We value curiosity, open communication, collaboration, and continuous learning from each other and the clients we serve. Each new addition to our team is a valued opportunity to bring new perspectives and approaches to meeting our mission, and we intentionally seek professionals with diverse life experiences who bring new points of view to help improve our services to the community. All Board and staff members abide by and practice our Values and DEI Principles in their daily work.

California FarmLink offers a generous benefits plan, including health insurance after 30-60 days (depending on start date), employer contribution to a 403b retirement plan, paid vacation, and a family-friendly and flexible work environment. California FarmLink maintains a drug-free workplace and is an equal-opportunity employer.  We seek candidates that represent the diversity of the communities we serve and strongly encourage you to apply.

How To Apply

Please use the subject line “Executive Assistant” and email a thoughtful cover letter explaining your interest in the position and organization, along  with your resume to:

humanresources@cafarmlink.org.  No phone calls, please. 

Posted: 8/15/2024

For more info, and to learn about California FarmLink`s commitment to Diversity, Equity and Inclusion:  https://www.californiafarmlink.org/about-us/our-values#dei-principles 

California FarmLink is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.