Executive Assistant

Gentle Barn Foundation • Santa Clarita, CA

2d • $28 - $32 • Onsite

About The Position

The Gentle Barn is a nonprofit sanctuary dedicated to rescuing animals and helping people heal through programs such as Cow Hug Therapy®, Equine Therapy, and educational experiences. The organization describes itself as mission-driven, fast-paced, and collaborative, with work focused on creating meaningful connections and positive impact for people and animals.

The Executive Assistant supports the Founder by proactively managing priorities, anticipating needs, and helping projects and initiatives move forward efficiently. This full-time, onsite role helps the Founder stay organized and focus on the organization's mission, strategic partnerships, and growth opportunities. The position also supports animal care operations, organizational programs, external relationships, and Founder-related engagements.

Requirements

• Minimum 3 years of experience supporting leadership, including executive calendaring, travel coordination, and administrative support.
• Bachelor's degree strongly preferred; equivalent professional experience considered.
• Highly tech-savvy, with advanced proficiency in Microsoft 365, Google Workspace, and digital systems, and the ability to learn software quickly and use technology to improve efficiency.
• Proficient with social media platforms and able to capture quality photos and videos, perform basic editing, and create engaging content.
• Highly organized, detail-oriented, proactive, and resourceful, with strong problem-solving skills and the ability to independently manage multiple priorities and follow through.
• Excellent interpersonal skills and a warm, friendly, welcoming demeanor; able to build positive relationships with staff, visitors, and community partners.
• Ability to work collaboratively, exercise sound judgment, and maintain confidentiality.
• Passion for animal welfare and The Gentle Barn's mission.
• Willing and available to travel with the Founder approximately 2–3 times per year.
• Valid driver's license and own reliable vehicle for business-related errands.
• Comfortable working around farm animals and occasionally outdoors in varying weather conditions.
• Ability to lift 25 lbs.
• Ability to sit, stand, and walk throughout the day, with occasional bending, squatting, or kneeling as needed.

Nice To Haves

• Nonprofit experience preferred.
• Bilingual proficiency in English and Spanish highly preferred.
• Vegan lifestyle and Regional Center experience are strong pluses.

Responsibilities

• Provide administrative support to the Founder, proactively managing priorities and anticipating needs.
• Manage the Founder's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Coordinate communications, maintain records, prepare documents, and assist with the Founder's notes and correspondence.
• Attend meetings, document key discussions, track action items, and ensure timely follow-through.
• Oversee animal care inventory, purchasing, supplies, and vendor coordination while identifying cost-saving opportunities.
• Maintain accurate and up-to-date animal records and coordinate veterinary appointments, treatments, and follow-ups.
• Assist the Founder and Barn Managers with animal care operations, staff coordination, and daily priorities.
• Support recruiting, interviewing, hiring coordination, and onboarding in collaboration with HR.
• Assist with developing and managing organizational programs, educational initiatives, research projects, and special partnerships.
• Establish and maintain relationships with Regional Centers, community organizations, and other external partners.
• Assist with onsite tours, events, filming activities, and other Founder-related engagements.
• Coordinate business-related errands, appointments, and occasional travel with the Founder.
• Serve as a trusted extension of the Founder, exercising sound judgment, discretion, initiative, and accountability.
• Perform other duties and special projects as assigned.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Retirement plan.
• Flexible Spending Account (FSA).
• Employee Assistance Program (EAP).
• Paid time off, including vacation days, personal days, and sick leave.
• Paid company holidays.
• Direct mentorship from the Founder with hands-on learning opportunities.
• Clear pathways for professional growth and advancement within the organization.
• Supportive, mission-driven culture focused on compassion, collaboration, and well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level