Administrative Assistant (Events Department)

Grace Farms Foundation • New Canaan, CT

19d • Onsite

About The Position

Grace Farms is a cultural and humanitarian center in New Canaan, Connecticut, that brings people together across sectors to explore nature, arts, justice, community, and faith at the SANAA-designed River building and Barns on 80 acres of publicly accessible natural landscape. Since opening in 2015, it has garnered numerous prestigious awards for contributions to architecture, environmental sustainability, and social good and has become a destination for arts, culture, and community. Grace Farms has welcomed 1 million visitors from around the world to experience innovative programming in music, visual and performing arts, while fostering contemplation and connection through architecture and nature.
Grace Farms' humanitarian work includes leading the Design for Freedom movement to eliminate forced labor in the building materials supply chain and advancing initiatives to foster more grace and peace locally and globally. This commitment extends to Grace Farms Tea and Coffee, a certified B Corp that models ethical and sustainable sourcing while supporting Design for Freedom.
The integration of cultural programming and humanitarian action reflects Grace Farms' collaborative approach to generating new outcomes and meaningful change.

Requirements

• Minimum 3 years of professional events, operations, corporate, retail, hospitality or service industry administrative support experience, ideally in a cultural institution with a robust public programming schedule.
• Exceptional administrative support skills in a fast-paced environment handling multiple projects and priorities simultaneously with grace and professionalism. Experience with calendar management and scheduling, meeting and event logistics, vendor coordination, travel and accommodation are highly preferred.
• Strong interpersonal and communication skills with a confident, customer-focused approach characterized by professionalism, kindness, and approachability.
• Proven ability to ensure that all administrative duties are delivered with accuracy, efficiency, high quality and in a timely manner.
• Highly detail-oriented with strong organizational and time-management skills.
• Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint. Mac skills preferred.
• This position will work on site in New Canaan. Ability to work a Monday – Friday schedule with the flexibility to work weekends and evenings as needed.
• High School Diploma (or Equivalent) Required.

Nice To Haves

• Bachelor's Degree preferred.

Responsibilities

• Provide administrative and logistical support across all phases of event planning, preparation, execution, and breakdown.
• Maintain accurate event documentation, including run-of-show materials, BEOs, contracts, vendor lists, schedules, and digital files.
• Manage event calendars, timelines, checklists, and registration tracking and related data using internal systems and tools.
• Support the Department Director, Event Operations Manager and Event Coordinators with on-site coordination, follow-up, signage, inventory, set up and breakdown and other administrative tasks as needed.
• Provide administrative support for vendor, artist, and partner coordination, managing documentation such as W-9s, invoices, and contracts, and ensuring timely follow-up and integration with accounting.
• Facilitate clear and timely cross-functional communication among Events, Catering, Visitor Experience, Production, Marketing, and Accounting teams.
• Serve as Registration Captain for assigned events as needed, ensuring efficient guest check-in, accurate data capture, and smooth guest flow.
• Assist with post-event follow-up, expense tracking, reporting, and documentation to support reconciliation and evaluation.
• Support hospitality logistics for artists, speakers, and special guests, including arrangements for transportation, lodging, and other related onsite needs.
• Assist with visitor experience operations during peak programs and events.
• Support retail operations as needed, including inventory tracking, product movement, restocking, and assistance during peak events or programs.
• Identify opportunities to improve workflows and support SOP updates as processes evolve.
• Other duties as assigned.

Benefits

• Grace Farms offers a comprehensive and competitive benefit package that includes tuition reimbursement, a 403(b) retirement benefit with an organization match, along with different medical plans, including dental and vision plan, 100% employer-paid basic life insurance and short-term disability.
• We encourage our staff to take time-off to rest and recharge and provide PTO, sick, and personal days as well as 11 paid holidays.
• All staff are welcome to explore the beautiful 80-acres of our preserved land and may take part in any of the numerous public events on-site.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED