Executive Administrative Assistant

Position: Executive Administrative Assistant

Reports To: Executive Director

Location: Yellow Farmhouse Education Center at Stone Acres Farm, Stonington, CT 06378

Hours: 25 hours weekly

About Us: Yellow Farmhouse is a food and farming nonprofit center dedicated to building a sustainable and equitable food future. We educate students, support teachers, and partner with farmers of the land and sea. Our goal is to foster broad change in how food is grown, produced, and distributed. Although rooted in community, we aim for sustainability and food equity for everyone.

Position Summary: We seek a highly organized, detail-oriented, and proactive Executive Administrative Assistant to the Executive Director to support office administration, operations, and communication. This person plays a central role in keeping our organization running smoothly. It is ideal for an experienced and self-motivated individual who enjoys teamwork as well as working independently.

KEY RESPONSIBILITIES

Administration and Communication

• Manage Executive Director’s calendar
• Maintain internal calendar and coordinate staff availability
• Answer phones and respond to incoming general email inquiries
• Maintain records and files, both digital and physical
• Provide administrative and editorial support for written materials
• Maintain communication with the Board of Directors, including meeting calendar
• Help prepare and distribute meeting materials
• Take minutes at board meetings and ensure their timely distribution

Constituent Management and Registration

• Maintain constituent database and registration software and ensure seamless integration among platforms
• Manage registration and feedback for all programs and events and ensure timely communication with participants
• Support Executive Director in constituent communications
• Track and manage donor acknowledgments and ensure timely distribution

Operations

• Assist with general operational logistics
• Manage biweekly payroll in conjunction with bookkeeper
• Maintain internal records and ensure compliance with personnel documentation
• Process paperwork for new hires
• Manage software procurement, subscriptions, and updates

Qualifications

• Experience in administrative support, executive support, operations, or similar
• Demonstrated strong organizational and communication skills
• Proficiency in Google Workspace and Microsoft 365
• Familiarity with donor and registration databases (e.g., Little Green Light)
• Familiarity with cloud-based work management platforms (e.g., Google Calendar and Meet, Monday.com), minute taking, and board communications
• Ability to manage multiple tasks with attention to detail and follow-through
• Strong interpersonal skills, ability to work with all team members, teachers, and the public

To Apply:

Please submit a resume and cover letter regarding your interest to info@yellowfarmhouse.org. Applications will be reviewed on a rolling basis until the position is filled.