Administrative Assistant

Job Listing No: 9740000

Administrative Assistant

Job DescriptionAdministrative Assistant  The Hudson Valley Farm Hub (HVFH) is a not-for-profit farm on 1,500 acres in Hurley, NY with a mission to promote an equitable and ecologically resilient food system in the region.  HVFH advances this mission through our programs, which include agricultural training, farmscape ecology research and education, community food access, and supporting language justice.   Position Summary: Reporting to the Associate Director for Programs, the Administrative Assistant plays a key role in ensuring the Hudson Valley Farm Hub’s (HVFH) programs are operating efficiently and effectively.  The Administrative Assistant will work collaboratively as part of a team and across departments to maintain coordinated administrative support within the organization. Essential Duties and Responsibilities:Manage an active calendar for the Associate Director of Programs, including scheduling, prioritization, coordinating with others’ calendars, assisting with itineraries and agendas, and compiling meeting documents or other preparatory materialsCreate and maintain electronic and paper filing systemsAssist with purchase orders, expense reports, budget tracking, and workflow related to invoices and contractsCoordinate meeting and event preparation, including scheduling, venue booking, catering and other logisticsSupport meetings recordings and/or minutes and assist with follow-up task tracking and communicationsAssist with on-farm visitor hospitality and logisticsSupport administrative and office systems planning, capacity building and troubleshooting in partnership with the Office Manager and other administrative staffArrange for occasional travel for the Associate Director of Programs and other program staffCoordinate with other administrative staff on key projects, tasks, meetings, and/or eventsPerform other duties as assigned Required Qualifications:At least three years of professional office-based administrative experienceDemonstrated interest in social justice and the mission of the HVFHStrong organizational and time-management skills and ability to track multiple projects simultaneouslyExperience with complex schedule managementComfortable with budgets and financial informationExcellent communication skills (written and verbal) and phone mannerPositive and friendly disposition, with a customer service orientation Excellent judgement and professional demeanorFlexible, problem-solving and able to adapt to changing demands and prioritiesProactive and able to anticipate upcoming administrative needs and tasksComfortable working collaboratively as part of a diverse team with a willingness to contribute to a supportive organizational cultureSense of humor and capacity for self-reflectionHigh proficiency in Microsoft Office suite including Word, Outlook (email and calendar) and ExcelFamiliarity with DropBox or other document management softwareMust have valid driver’s license and access to reliable transportationMust be able to lift 20 pounds Preferred Qualifications:Experience in the non-profit sectorSpanish language skills This is a permanent, full-time, exempt position with a 40-hour workweek.  Occasional evenings/weekends required.   As an Equal Opportunity Employer, the Hudson Valley Farm Hub is committed to creating an inclusive workplace that respects and values diversity of cultural, ethnic, and experiential backgrounds. We welcome applicants of all races, ethnicities, national origins, genders, sexual orientations, and differently-abled people. 

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