Executive Assistant
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.
CEO and Executive Leadership Support
- Collaborate with the CEO to support the organization's daily operations.
- Facilitate communication between the CEO, Board, Leadership Team, managers, and staff.
- Maintain and manage the CEO’s calendar.
- Coordinate travel arrangements for the CEO and leadership team.
- Handle CEO correspondence to ensure timely, high-quality, and strategic communication.
- Assist the Director of Communications and Philanthropy in crafting strategic communications from the CEO using CRM tools.
Board of Directors
- Coordinate and prepare materials for board packets, logistics, committee meetings, and Farmer Advisory Council meetings.
- Facilitate the collection and organization of board reports from staff.
- Attend board, board committee, and Farmer Advisory Council meetings as needed.
- Oversee, record, and archive board decisions, documents, correspondence, meeting minutes, and policies.
- Assist in the recruitment and development of board members.
- Record and track action items arising from board and committee meetings.
- Maintain up-to-date contact information, profiles, and annual certifications for all active board members.
- Develop, update, and enforce policies and procedures.
- Update and maintain the Board handbook and associated forms.
Administration and Office Management
- Manage document storage and retention for the CEO and COO.
- Oversee the maintenance and accuracy of the organizational calendar.
- Develop and maintain the organization's conference schedule.
- Organize and coordinate events and meetings for the organization.
- Develop efficient, cost-effective processes for purchasing and managing office supplies.
- Process incoming mail and manage the general info@ email inbox.
- Support the management and maintenance of the phone system.
Operations/Facilities
- Oversee office space and equipment leases to ensure adequate resources are available.
- Ensure sufficient and functional office space is maintained.
- Collaborate with IT and staff to maintain adequate communications and information technology capacity.
- Ensure that staff and programs have the necessary equipment to operate efficiently.
- Oversee contracts with consultants and service providers as needed.
Complete special projects and other duties as assigned.
- Proficiency in Microsoft Office (Word, Excel, and PowerPoint) is essential.
- Strong written and verbal communication skills.
- Ability to develop and maintain respectful rapport with members of FarmLink’s community.
- Sound judgment, discretion, and the ability to handle confidential information.
- Highly organized, with the ability to thrive in a fast-paced, dynamic environment with shifting priorities.
- Strong multitasking, prioritization, and deadline management skills, even when handling interruptions.
- Excellent customer service skills, with the ability to be both empathetic and firm in communications.
- Ability and desire to work independently.
Physical Requirements:
- Frequent sitting, keyboarding, standing, and walking.
- Work may involve extended time on the telephone or conducting one-on-one or small group meetings.
- Occasional presentations to large groups (20+) may be required.
- Spanish language skills are a plus.
- Experience in developing and implementing DEI principles to foster a diverse and inclusive work environment.
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
California FarmLink offers a generous benefits plan, including health insurance after 30-60 days (depending on start date), employer contribution to 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.
The 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 in order to advance a 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 that 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.
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