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Executive Assistant at California FarmLink - 12656

Job Title: 
Executive Assistant
California FarmLink
335 Spreckels Drive, Suite F
95003 Aptos , CA
Job Type: 
Employment Type: 
Job Description: 

Executive Assistant – Job Announcement
Status: Full Time, Non-Exempt
Reports To: Executive Director
Supervisory: Not Applicable
Primary Office: Aptos, CA (with flexibility to work remotely due to COVID-19 workplace policies)
Salary: $60,000 - $75,000, commensurate with experience

Join California FarmLink’s team to support the prosperity of California farmers and ranchers, ensure
equitable access to economic opportunity, and support environmental stewardship and vibrant local food
systems. As a non-profit Community Development Financial Institution (CDFI), FarmLink has established
an effective model to support sustainable, small farm businesses in low-income communities throughout

This position reports to the Executive Director (ED) and works in partnership with the ED and
Management Team to manage for long term and short term organizational and program goals as well as
daily, monthly, and annual operations.

The Executive Assistant (EA) serves as the primary point of contact for internal and external
constituencies on matters pertaining to the ED’s office, including communications with employees, clients
and external partners. One of the EA’s critical roles is managing the ED’s calendar and correspondence,
including assisting the ED with managing e-mails.

The EA supports tasks in both Human Resources and Operations and is responsible for day-to-day
operations of the organization, specifically the facilities and associated equipment and infrastructure
needs including information and communications technology. This position also oversees human
resources and service contracts with IT providers, HR consultants, and others as necessary.

California FarmLink offers a generous benefits plan, including health insurance after 60 days, employer
contribution to 403(b) retirement plan after 1 year, paid vacation, paid professional development
opportunities, and a family-friendly, 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

Who We Are
California FarmLink’s mission is to invest in the prosperity of farmers and ranchers through lending,
education, and access to land. FarmLink helps farmers build strong business skills, access fair financing,
and establish secure land tenure. For more info:

Duties & Responsibilities: 

ED Support
● Work in partnership with the ED to support the daily operation of the organization including
fundraising, communications and funder and investor relations.
● Support organizational governance and board of directors by preparing board packets and
logistics for board meetings; facilitate board reports from staff; attend board committee meetings
as necessary.
● Establish a clear channel of communication between the ED and internal departments,
maintaining credibility, trust, and support with senior managers, the board, and staff.
● Maintain ED’s calendar and appointment schedule and coordinate ED travel.
● Manage ED correspondence including e-mails to assist the ED in maintaining high-quality, timely
and strategic communications.
● May oversee occasional projects and associated temporary or part time staff or contractors, and
other short-term projects as directed by the ED.
● Oversee the overall policy, procedure and practices related to document retention for nonfinancial
documents and coordinate with the Finance Manager regarding document retention for
financial documents including short term, long term, and permanent storage and schedule for
proper destruction of stale-dated records.
● Oversee maintenance of organizational calendar including holidays, key reporting or delivering
due dates, board meetings, funder visits, annual, cultural, or other leave for key staff etc.
● Develop efficient and cost-effective process for purchase of office supplies, and managing office
supply inventory.
● Open, process, and distribute mail.
Human Resources
In charge of all employment contracts and other human resources functions including maintaining records
relating to hiring, compensation, performance reviews and termination.
● Support managers in recruiting.
● Support managers with the hiring process.
● Lead onboarding of new staff with assistance from Finance Manager.
● Oversee the maintenance of the employee policy manual.
● Oversee the maintenance of internal compensation guidelines to ensure it is current, accurate
and competitive.
● Oversee the overall employee benefits package to ensure it is current and competitive.
● Oversee gathering and maintaining all non-financial records related to employment including
records for employment eligibility, benefits, withholdings, length of employment, sick and vacation
accrual rates, etc.
● Support each manager in the annual employee review process by assisting with developing and
maintaining an evaluation metric and plan, maintaining records of evaluations and any
performance improvement plans.
● Support staff and managers in finding appropriate continuing education and professional
development opportunities.
● Oversee leases for office space and equipment.
● Ensure that staff have adequate office space that is appropriate for staff and program needs and
maintained for functionality, cleanliness, safety, and sustainability.
● Ensure that staff and programs have adequate communications and information technology
equipment, software, and bandwidth to perform required functions. This includes overseeing
contracts for internet and cellular service, maintaining schedules for purchasing, leasing,
maintaining and replacing computers and peripherals, and working with information technology
specialists as needed to ensure adequate communications and information technology capacity.
● Ensure that all staff and programs have the equipment they need to function as expected. This
includes overseeing the inventory, maintenance, and purchase or lease of office furniture and
● Oversee contracts with consultants and service providers for services such as HR support, or IT
● Oversee all lease and furniture and equipment contracts as described above.

Education & Experience: 

● Minimum BS/BA degree
● At least 7 years of relevant experience.
● Exceptional organizational skills and attention to detail, well-disciplined, able to manage multiple
and competing deadlines with calmness and courtesy.
● Fluency with Microsoft Office, Google Suite tools, presentation software and CRM (i.e.
Salesforce). Knowledge and experience with social media a plus.
● Highly effective communicator and adept at building relationships.
● Ability to provide excellent customer service to both clients and FarmLink team members, in
person, on the phone and via email.
● Effective English-language written and verbal communication skills with strong proof-reading and
editing required. Fluent or competent Spanish language skills are highly desired.
● Demonstrated experience in project management, including action-oriented problem solving to
execute project activities toward timely and successful completion.
● Demonstrated self-starter that can work independently, take initiative, and prioritize time wisely.
● Deep experience in internal process and policy development; strong project and process
management experience; able to think systemically across the organization.
● Familiarity with agriculture, real estate, agricultural/small business lending, US Department of
Agriculture programs, and/or community development finance experience a plus.
● Possess flexibility, creativity, patience, and a desire to have a positive impact in the world through
your work.

Application Instructions: 

How To Apply
Please email a thoughtful cover letter explaining your interest in the position and organization,
accompanied with a resume to: No phone calls please. FarmLink will receive
applications until the position is filled.

Job Categories: 
Administrative & Finance