Executive Assistant

Job Title: Executive Assistant

Reports To: Executive Director

FLSA Status: Non-Exempt (Hourly) or Exempt (Based on Duties and Experience)

POSITION SUMMARY

The Executive Assistant provides high-level administrative, organizational, and operational support to the Executive Director and leadership team. This role is critical to the efficient day-to-day functioning of Patriot Farms CA and supports leadership by managing schedules, communications, documentation, and coordination across departments. The ideal candidate is highly organized, proactive, discreet, and capable of handling multiple priorities in a fast-paced, mission-driven agricultural environment.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Provide direct administrative support to the Executive Director, including calendar management, scheduling meetings, and coordinating appointments.

• Manage correspondence, including emails, phone calls, and written communications.

• Prepare, edit, and organize reports, presentations, agendas, and meeting minutes.

• Maintain organized digital and physical filing systems.

• Track deadlines and action items.

Operations & Coordination

• Serve as a liaison between leadership, staff, vendors, and partners.

• Assist with internal operations and cross-departmental coordination.

• Support onboarding and administrative processes.

• Assist with purchasing, expense tracking, and invoice coordination.

Confidentiality & Compliance

• Handle confidential information with discretion.

• Support compliance with organizational policies and labor regulations.

• Maintain accurate administrative records.

Event & Project Support

• Assist with planning and coordination of meetings and farm events.

• Support special projects as assigned.

• Provide on-site support during events as needed.

QUALIFICATIONS

Required:

• Experience as an Executive Assistant or Administrative Assistant.

• Strong organizational and communication skills.

• Ability to manage multiple priorities.

• Reliable transportation. Preferred:

• Experience in agriculture or nonprofit organizations.

• Familiarity with HR or bookkeeping support.

• Bilingual (English/Spanish) is a plus.

WORKING CONDITIONS

• Combination of office-based and on-site farm work.

• Occasional evenings or weekends may be required.

COMPENSATION & BENEFITS

• Competitive pay based on experience.

• Opportunities for growth within the organization.

Pay: From $20.00 per hour

Work Location: In person