Administrative Assistant

Job Title: Administrative Assistant Reports to: Executive Director Benefits/PTO: Eligible Office Hours:  M-F / 8:00 am to 5:00 pm Hourly Rate: DOE FLSA Classification/ Position Status: Non-Exempt / Full Time / At-Will Organization Overview The Farmer Veteran Coalition’s (FVC) mission is to mobilize veterans to feed America. FVC cultivates a new generation of farmers and food leaders and develops viable employment and meaningful careers through the collaboration of the farming and military communities. We believe veterans possess the unique skills and character to strengthen rural communities and create sustainable food systems. We also believe that agriculture offers purpose, opportunity, and physical and psychological benefits. Summary/Objective: Farmer Veteran Coalition seeks a highly organized and detail-oriented Administrative Assistant to join our team. The Administrative Assistant will play a critical role in supporting the organization’s day-to-day operations, ensuring smooth administrative processes, and contributing to our mission of empowering veterans in agriculture. Required Education, Licenses, Certifications, and Experience: 1. High School degree or GED 2. Minimum associate degree in Agriculture, Agricultural Business, or related field 3. Valid Texas Drivers’ License 4. Valid Personal Auto Liability Insurance 5. 2+ years of Administrative Assistant or secretarial work experience 6. Experience working with Veterans 7. Experience working with Non-Profit Organizations Work authorization/security clearance required: Must be eligible to work in the United States Knowledge, Skills, and Abilities 1. Understand standard office procedures and administrative tasks, such as filing, data entry, and record-keeping 2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment like printers and scanners 3. Proficient in using sales floor software to process transactions, manage inventory, and provide customers with accurate product information. 4. Knowledge of effective communication principles, both written and verbal, to interact with colleagues, veterans, and external stakeholders professionally 5. Ability to maintain accurate and organized physical and electronic filing systems for documents and data 6. Knowledge of event planning and coordination, including logistics, registration, and communication 7. Familiarity with data entry and database management to ensure the integrity and security of information 8. Awareness of the importance of maintaining the confidentiality of sensitive information 9. Strong organizational skills to manage tasks, schedules, and office resources efficiently 10. Effective time management skills to prioritize tasks and meet deadlines 11. Strong interpersonal skills to provide excellent customer service and communicate courteously with veterans and stakeholders 12. Ability to identify and solve minor administrative problems independently and seek assistance when needed 13. Proficient in using various office equipment including but not limited to computers, printers, scanners, copiers, and other commonly used office equipment. 14. Ability to handle multiple tasks simultaneously and stay organized under pressure 15. Highly efficient and excellent organizational, project management, and planning skills, as reflected in the ability to prioritize multiple simultaneous tasks, adaptability/flexibility, resilience, meet deadlines, and produce timely, accurate, and quality results 16. Capacity to work collaboratively with colleagues and provide support as part of a team Major Duties and Responsibilities: 1. Maintains a clean, organized, and welcoming office environment. 2. Ensures the availability of office supplies and equipment for staff use. 3. Coordinates with vendors for office maintenance and repairs as needed. 4. Assists in scheduling meetings, conferences, and appointments for FVC staff. 5. Handles incoming and outgoing correspondence, including emails and phone calls. 6. Maintains electronic and physical filing systems for easy retrieval of documents. 7. Prepares and distributes internal and external communications, memos, and reports. 8. Accurately enters data into databases and spreadsheets. 9. Maintains and updates member and donor records as required. 10. Assists in maintaining accurate financial records and expense tracking. 11. Provides logistical support for FVC events, including conferences, workshops, and fundraisers. 12. Assists in coordinating event registrations, materials, and participant communication. 13. Helps with the preparation and distribution of event materials and resources. 14. Collaborates with FVC staff to ensure seamless operations and information flow. 15. Assists with other administrative tasks and special projects as needed. 16. Offers support to team members in completing their tasks efficiently. 17. Greets and assists visitors, veterans, and stakeholders in a professional and courteous manner. 18. Manages phone inquiries and direct calls to the appropriate staff members. 19. Handles incoming and outgoing mail and packages. 20. Creates, formats, and proofreads documents, reports, and presentations as requested. 21. Assists in tracking and recording expenses related to office operations and events. 22. Retrieves and provides information to staff and external parties as needed. 23. Assists in conducting research and gathering data for various projects. 24. Handles sensitive information with the utmost discretion and maintains confidentiality. 25. Generates regular reports related to administrative activities and support to management. 26. Identifies and proactively resolves minor administrative issues and escalates complex problems to the appropriate personnel. 27. Perform *other duties as assigned and as needed to help drive our vision, fulfill our mission, and abide by our organization’s values. *Other Duties as Assigned: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice, and the team member may be asked to perform other duties as assigned. Physical and Mental Requirements and Abilities  The role of an Administrative Assistant often requires the ability to work effectively in a moderate to fast-paced office environment. This environment typically involves frequent activities, interactions, and tasks that must be completed within specified timeframes. Additionally, interruptions and unexpected events may occur, which can require flexibility and adaptability while maintaining a professional and courteous demeanor. Physical and Mental Requirements and Abilities The physical demands described here are representative of those that must be met by the Administrative Assistant to successfully perform the essential functions of this job. The employee frequently sits and/or stands.  The employee may occasionally climb, balance, stoop, kneel, crouch, crawl, lift, and/or move up to 25 pounds. The employee will frequently use electronic devices, including but not limited to personal and laptop computers, printers, scanners, and other typical office equipment. Frequent typing is required; therefore, the employee will constantly use their fingers, hands, wrist, elbow, and any necessary upper extremities to do so.  Employees may occasionally have to twist, pull, or stretch.  The employee will frequently read print or computer material with various text sizes and colors. The employee must view and analyze images, pictures, charts, and graphics. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust the focus with and or without using prescribed or over-the-counter optical glasses, contact lenses, or other visual aids.  The Administrative Assistant will occasionally travel within and outside the city limits and may be exposed to various (fair to extreme) weather conditions. We Value Diversity Farmer Veteran Coalition (FVC) values diversity and believes in providing equal opportunity in who we hire, train, and promote in all positions without regard to race, color, religion, national origin, sex, age, disability, or any other protected status. We seek to ensure that decisions regarding compensation, promotions, benefits, and/or programs will align with our value of diversity.