Administrative Assistant

Cedar Circle Farm and Education Center•East Thetford, VT

1d•$20 - $22

About The Position

The Administrative Assistant supports the day-to-day administrative operations of Cedar Circle Farm & Education Center, helping keep the team organized and operations running smoothly. Working closely with the Administrative Manager and collaborating with staff across departments, the position provides hands-on support with general office administration, basic bookkeeping, CSA and program administration, HR paperwork, and operational communications. The role helps ensure information is accurate and up to date, routine tasks are completed efficiently, and employees have the administrative support they need. This is a year-round position scheduled for 30–32 hours per week. The listed compensation is $20–$22 per hour. Cedar Circle Farm & Education Center is a nonprofit, certified organic farm and education center in East Thetford, Vermont, with a mission that includes promoting organic, regenerative farming and a localized food economy.

Requirements

Experience in an administrative, office support, or similar organizational role.
Strong computer skills and comfort learning new software, online platforms, and digital systems.
Strong organizational skills and attention to detail, including the ability to maintain accurate records, prioritize tasks, meet deadlines, and manage multiple ongoing responsibilities.
Comfort working with numbers and spreadsheets, and ability to learn bookkeeping processes and accounting software.
Excellent time management skills, including the ability to prioritize work, meet deadlines, and adapt to changing needs.
Self-directed and proactive, with the ability to take initiative, work independently, and follow tasks through to completion.
Clear, professional written and verbal communication skills.
Strong customer service skills and the ability to communicate courteously and effectively.
Ability to handle confidential information with discretion.

Nice To Haves

Experience maintaining databases, spreadsheets, contact lists, or other administrative records.
Experience updating website content or working with a content management system.
Familiarity with office management systems, procedures, and equipment.
Proficiency with Google Workspace and Microsoft Office, particularly Excel or Google Sheets.
Experience with HR paperwork, employee onboarding, or personnel records.
Experience supporting memberships, registrations, or program administration.
Interest in local food systems, organic farming, or nonprofit work.

Responsibilities

Monitor the general farm email inbox and phone line, respond to inquiries, and forward questions or requests as appropriate.
Check and distribute incoming mail daily.
Order office supplies, monitor inventory, and track supply needs.
Assist with administrative logistics for events in collaboration with the Events Committee and relevant staff.
Distribute routine new-hire paperwork, track completion, assist with onboarding logistics, and schedule new employee orientations.
Handle routine office technology troubleshooting.
Maintain organized electronic and paper filing systems.
Track CSA signups and payments and send payment reminders, with oversight from the Administrative Manager.
Maintain and update contact lists and member records in various systems as needed.
Enter vendor invoices into QuickBooks using established procedures and coding guidelines.
Organize invoices and maintain records of vendor bills and payment documentation, with oversight from the bookkeeper.
Assist the bookkeeper with routine data entry and record reconciliation.
Compile information for department managers, including reports, registrations, and internal tracking, with direction from the Administrative Manager.
Maintain and update routine operational and organizational information shared with the public through the automated phone message and website.
Create, format, print, and post basic informational materials, such as notices about changes to hours, in coordination with the Administrative Manager.
Provide administrative support for CSA communications.