Administrative Assistant

JOB DESCRIPTION

Position:                      Administrative Assistant

Supervisor:                  Executive Director

Type:                           Part-time, non-exempt, hourly

Contact:                      careers@cafarmtrust.org / www.cafarmtrust.org

About the California Farmland Trust

The mission of the California Farmland Trust (CFT) is to help farmers protect the best farmland in the world. We do this by working with landowners and family farmers who want to see their productive farmland protected from urban and non-agricultural uses by putting an agricultural conservation easement on their land. CFT uses state and federal grants, mitigation funds, and donations to do this vital work.

Organizational Relationships

1. Reports To:  Executive Director
2. Coordinates With:  Executive Director, Development Director, and Strategic Marketing and Development Manager
3. Employees Directly Supervised:  None

POSITION SUMMARY

California Farmland Trust seeks an energetic, detailed oriented, and versatile administrative assistant to join our team. The administrative assistant will perform various administrative and clerical tasks, including supporting communications, events, and fund development efforts. This person will also serve as the administrative liaison to the Board of Directors and committees.

The position works closely with the organization’s Executive Director, Development Director, and Strategic Marketing and Development Manager to achieve the organization’s goals.

This is a part-time position with a maximum of 25 hours per week. The schedule is negotiable  between the hours of 8:30 am – 5:00 pm, Monday – Friday. This position will work from the California Farmland Trust office in Elk Grove, CA.

Essential Functions:

• Perform various administrative and clerical tasks, including answering and directing calls, organizing and scheduling meetings and appointments, answering and directing general email inquiries, maintaining office equipment and office equipment agreements and contracts, and maintaining office files.
• Oversee meeting preparation, including scheduling, booking space, preparing agendas, handouts, and meeting packets, and managing catering.
• Take detailed and accurate minutes ofBoard of Directors and committee meetings and distribute accordingly.
• Update and maintain the organization’s policies and procedures at the direction of the Board of Directors and Executive Director.
• Provide support to the Development Director and Strategic Marketing and Development Manager with updating and maintaining the donor database, preparing donor letters, receipts and other correspondence, running donor reports, and maintaining notes on prospect and donor activities.
• Assist with events and fundraising activities, including night and weekend work as needed
• Maintain calendars of fund development grant progress, due dates and reports.
• Understand the Land Trust Standards and Practices with the Land Trust Alliance (LTA). Ensure all policies are current and comply with LTA Standards and Practices.
• Assist with the LTA Accreditation process.
• Oversee the long-term, secure retention of organizational documents in accordance with LTA Standards and Practices.
• Maintain confidentiality of employees, donors, prospects, landowners, vendors, suppliers and other corporate records.
• Support the team spirit and encourage a welcoming and supportive environment for staff and
• Have a willing and positive attitude to assist with other duties as assigned.

Requirements and skills:

• Proven experience as an administrative/office assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, including printers, copiers, computers, and postage machines.
• Strong working knowledge of MicrosoftOffice (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent time management skills and the ability to prioritize work.
• Fine-tuned attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multitask.

Environmental Conditions:

Varied environments both indoors and outdoors, including a variety of terrains and inclement weather; works with computers extensively; uses telephone moderately. Some travel to various functions in vehicles or other transportation. Maintain a flexible schedule that may involve night and weekend work.

Physical Conditions and Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is regularly required to:

• Sit for prolonged periods of time;
• Use hands to finger, handle, or feel;
• Reach with hands and arms;
• Talk and hear;
• Stand and walk;
• Lift and/or move up to 50 pounds; and

Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

The employee must also have the ability to:

• Pay attention and focus;
• Follow instructions; and
• Listen to and comprehend communication from the Executive Director, staff, Board of Directors, Trustee Council, donors, funders, and other volunteers.

 Hours, Benefits, and Compensation:

Wage compensation of $18-21 per hour, 25 hours per week. The administrative assistant will work at the CFT office located in Elk Grove, CA. The days and hours of the position are negotiable but must fall during regular business hours of 8:30 am – 5:00 pm, Monday – Friday. This position does not have a remote option. Limited travel is required for this position, but in cases where travel is required, CFT provides travel reimbursement. The position includes professional development opportunities of benefit to the employee and CFT.

To Apply:

To apply, submit your resume and cover letter to careers@cafarmtrust.org. Applications will be reviewed on a rolling basis and the position will be open until it is filled. Incomplete applications will not be considered. CFT is an equal-opportunity employer. Phone calls, in-person visits or resume status inquiries are not available due to the high applicant volume.