Overview
Administrative Assistant – Maywood Jobs in Maywood, CA at Food Express, Inc.
About the Hudson Valley Farm Hub
The Hudson Valley Farm Hub (HVFH) is a non-profit agricultural center dedicated to resiliency in the regional food system. Since the Farm Hub’s founding in 2013, we have converted the approximately 1600-acre farm operation to a multi-year rotation of organically grown grains, cover crops, and vegetables with an intensive focus on soil health. We steer our efforts towards the greater community of regional farmers, Hudson Valley neighbors, and the natural environment as we advance field research and innovation, provide training and informational gatherings for growers and community members, and support community resiliency.
The Ideal Candidate
We are seeking a thoughtful, energetic, driven self-starter with excellent communication, organizational, and customer service skills to provide highest-level executive support and special project management in the role of Executive Assistant. The successful candidate will be able to work both collaboratively and independently, has a high level of sensitivity to confidential matters, and alignment with HVFH’s mission. This position is located on a working farm and requires a general understanding of and interest in food and farming.
Position Summary
The Executive Assistant plays a key role in ensuring the efficiency and effectiveness of executive operations including administrative support, Leadership Team coordination, hospitality, project management, annual work planning support, and special projects. This position reports to the Managing Director, supports the Leadership Team, and works collaboratively with many internal and external constituents.
Responsibilities
Executive Support
Manage the Managing Director’s calendar, including scheduling and confirming meetings, travel arrangements, event coordination, and proactively adjusting as needed
Support scheduling, hospitality, logistics, preparation of materials, agendas, note-taking, and follow-up for meetings involving the Managing Director, including meetings of the Leadership Team, All Team, and Oversight Committee
Support Leadership Team meeting scheduling, logistics and hospitality; proactively monitor calendars to ensure Leadership Team representation on site
Support organization-wide calendar prioritization and coordination
Manage Managing Director’s time tracking, expenses, budget, purchases, monthly credit card reconciliation; support Managing Director in approval of Direct Reports’ time tracking and expense reports
Support prioritization of requests for meetings and approvals
Anticipate the Managing Director’s needs and be proactive in lifting up challenges, proposing solutions, and taking an active role in implementing solutions
Maintain and organize contacts and electronic and paper filing systems for Managing Director
Assist Leadership Team with contract development
Provide occasional coverage for other administrative staff members and assist at Farm Hub events as needed
Farm Hub Oversight Committee Support
Support the Managing Director and Leadership Team’s engagement with the Oversight Committee through coordination of logistics, special project management, preparation of agenda and materials, and post meeting follow up
Maintain accurate Oversight Committee records including producing minutes
Coordinate all logistics for on-farm Oversight Committee and certain NoVo meetings and visits, including scheduling, room reservations, set-up, clean-up, and/or hospitality; liaise with office management and events staff as needed
Operational and Project Management
Support strategic initiatives across the organization including assisting in design and execution of projects
Manage key communications and follow-up actions with internal and external teams
Assist with organization-wide processes such as annual work and budget planning, including supporting the development of reports and strategic planning documents
Keep track of initiative progress and proactively surface and address challenges
Work closely with Leadership Team to ensure smooth operations and workflow within the executive office including refining organizational processes and implementing and maintaining appropriate tools and technology to improve effectiveness
Communications and External Partner Engagement
Track all organizational memberships and sponsorships; with Managing Director and Leadership Team, determine HVFH participation in sponsorships and memberships and implement
Serve as liaison between the Managing Director, Leadership Team, and Farm Hub staff to ensure day-to-day follow through of deliverables as well as support of clear lines of communication, information sharing, and project facilitation.
Manage Managing Director’s email account(s) and incoming paper correspondence, draft correspondence, proofread written documents, and monitor to ensure follow-through
Coordinate high-level engagements with partners and affiliated organizations; with Managing Director, determine HVFH representation and support effective participation with background research, briefing memos, talking points, presentation prep, and sharing of learnings
Ensure timely responses to inquiries directed to the Managing Director’s office; triage incoming requests with the Managing Director, agree on and execute hand offs to other team members, and monitor to ensure follow through
Collaborate with the Communications team, Managing Director, Leadership Team and Oversight Committee on announcements and related public relations items
Other duties as assigned by the Managing Director
Required Qualifications
At least five years of experience of significant administrative management experience in a related position
Superior interpersonal and communication skills (verbal and writing)
Excellent organizational, project coordination, and time-management skills, and ability to track multiple projects simultaneously
Demonstrated commitment to confidentiality and discretion
Ability to work both collaboratively and independently and to efficiently manage unplanned or new activities as they arise with agility
High level proofreading and editing skills and the ability to synthesize complex information
Excellent problem solving skills
Proven ability to absorb and process info and distill key takeways and action steps
Commitment to excellent customer service for internal and external audiences
Superior attention to detail and accuracy
Outstanding computer skills, including a thorough knowledge of Word, Outlook, Excel, and PowerPoint
Skilled at using technology applications to manage workflow
Diligent with a no task too small mentality
Demonstrated ability to foster a work environment of mutual respect, team building, and collaboration; committed to continuous improvement and a culture of learning
Experience in or familiarity with agriculture and food systems
Strong alignment with the Farm Hub’s mission and ethos
Driver’s license and clean driving record (if driving Farm Hub vehicles)
Preferred Qualifications
Proficiency in Spanish (verbal and written)
Familiarity with Asana project management software
Familiarity with Sage Intacct
Physical Requirements: Ability to sit at workstation approximately 70-85% of the time, walk the campus and fields to meet with employees occasionally, lift and carry 5-10 pounds occasionally.
Position Details and Typical Schedule: The Executive Assistant is a full-time, exempt position with a 37.5 – 40-hour work week. The salary range for the position is $85,000-$100,000 annually. We offer a competitive benefits package which includes 100% employer paid health and dental insurance for full-time employees and their families. Some additional perks include retirement, life insurance and other wellness benefits.
A cover letter detailing your interest in and fit for the position is required. Applications will be accepted and reviewed on a rolling basis until the position is filled. Only complete applications (cover letter and resume) will be considered. If you have any questions or need assistance with submitting your application, please contact us at hr[at]hvfarmhub.org and include the following in the subject line: Attn: People & Culture Department – Executive Assistant.
Job Type: Full-time
Pay: $85,000.00 – $100,000.00 per year
Benefits:
401(k)
Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Schedule:
8 hour shift
Monday to Friday
Work Location: In person
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Title: Administrative Assistant – Maywood
Company: Food Express, Inc.
Location: Maywood, CA
