Executive Assistant

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. 

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 Managing Director 

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. 

To apply: Please apply for this position via Indeed using this following link. 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. 

Hudson Valley Farm Hub is an equal opportunity employer and does not discriminate in employment on  the basis of race, ethnicity, religion, age, gender, gender identity, sexual orientation, marital status, socio economic status, disability, or medical condition. We welcome applicants of all races, ethnicities, national  origins, genders, sexual orientations, and differently-abled people. HVFH complies with federal and state  disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please  contact the People & Culture department at hr[at]hvfarmhub.org.