Administrative Assistant

Overview

Small Places is seeking a dynamic and experienced Administrative Assistant to support our leadership team in their day-to-day operations at our urban farm location, Finca Tres Robles. The Administrative Assistant plays a key role in supporting organizational growth by strengthening internal systems and external relationships. This position provides high-level administrative support to the Executive Director and Development Manager, with a strong focus on donor engagement, scheduling, and management of our Neon CRM system. As our network of supporters grows, this role ensures timely, thoughtful communication and helps maintain meaningful connections with recurring and prospective donors.

Responsibilities:

As our Administrative Assistant, your responsibilities will include but not limited to:

Executive & Administrative Support

• Manage and coordinate calendars for the Executive Director and Development Manager
• Schedule meetings, site visits, and donor engagements
• Prepare meeting materials, agendas, and follow-up notes
• Support general administrative needs and organizational coordination

Donor Relations & Communications

• Assist in maintaining relationships with recurring and new donors through timely communication with Development Manager
• Draft and send donor acknowledgments, thank-you messages, and follow-ups
• Track donor interactions and help ensure consistent engagement
• Support planning and coordination of donor visits and events

CRM & Data Management

• Maintain and update donor records in our Neon CRM system
• Ensure accuracy and organization of contact information, giving history, and engagement notes
• Generate basic reports to support development strategy and outreach
• Support gift tracking and acknowledgment processes

Qualifications and Experience – preferences:

• 1-2 year of experience in administrative roles
• Systems-oriented, relationship-driven and community-minded
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Experience with Google Drive and Microsoft Office
• Ability to manage multiple priorities and meet deadlines
• Discretion and integrity in handling sensitive information
• Proactive and adaptable in a growing organization
• Experience with CRM systems + Quickbooks Online - preferred
• Possess sound judgment, a level-head, and a fair mind, especially under pressure.
• Able to self-direct and carry out tasks independently.
• Well organized with attention to detail and proven ability to multi-task.
• Ability to meet deadlines.
• Interest in food access and/or community-based initiatives
• Bi-lingual (English and Spanish) - preferred

Schedule and Pay:

• This is a part-time role, ~10-15 hours/week
• $17-20/hr – based on previous experience

Pay: $17.00 - $20.00 per hour

Benefits:

• Flexible schedule

Work Location: In person