Executive Assistant

SUMMARY:

The Gentle Barn is a nonprofit sanctuary dedicated to rescuing animals and helping both animals and people heal. Through innovative programs like Cow Hug Therapy®, Equine Therapy, and educational experiences, we create meaningful connections that inspire hope, compassion, and transformation. We are a mission-driven, fast-paced, and deeply collaborative team committed to making a real impact every day. At The Gentle Barn, you'll be part of a purpose-filled environment where your work directly contributes to changing lives, both human and animal.

We are seeking a highly organized, resourceful, and proactive Executive Assistant to support the Founder. This is a full-time, onsite position. The ideal candidate is a self-starter who anticipates needs, takes ownership of responsibilities, and demonstrates exceptional attention to detail and follow-through. This role is essential in helping the Founder stay organized, ensuring projects and initiatives move forward efficiently, and allowing her to focus on the organization's mission, strategic partnerships, and opportunities for growth.

PRINCIPAL DUTIES & 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.

QUALIFICATIONS:

• Minimum 3 years of experience supporting leadership, including executive calendaring, travel coordination, and administrative support; nonprofit experience preferred.

• Bachelor's degree strongly preferred. Equivalent professional experience considered.

• Bilingual proficiency in English and Spanish highly preferred, with excellent written and verbal communication skills.

• Highly tech-savvy, with advanced proficiency in Microsoft 365, Google Workspace, and digital systems; able to quickly learn new software and leverage technology to improve efficiency.

• Proficient in social media platforms, with the ability 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 with a warm, friendly, and welcoming demeanor, and the ability 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; vegan lifestyle and Regional Center experience are strong pluses.

• Must be willing and available to travel with the Founder approximately 2-3 times per year.

• Must possess a valid driver's license, own a reliable vehicle for business-related errands, and be comfortable working around farm animals and occasionally outdoors in varying weather conditions.

PHYSICAL REQUIREMENTS:

• Ability to lift 25 lbs

• Ability to sit, stand, and walk throughout the day, with occasional bending, squatting, or kneeling as needed.

• Working outdoors occasionally in varying weather conditions

PERKS & BENEFITS:

• Comprehensive benefits, including medical, dental, and vision coverage

• Retirement plan, Flexible Spending Account (FSA), and Employee Assistance Program (EAP)

• Paid time off, including vacation days, personal days, sick leave, and 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