Administrative Assistant – Heifer USA
Job ID 1660
Hiring Manager(s): Sam McElroy ([email protected]) Internal/External: Internal Only
Description
Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
About Heifer International:
Since 1944, Heifer International has focused on empowering smallholder farmers to sustainably address hunger and poverty in their communities while caring for the Earth. Heifer operates in 19 countries across Africa, Asia and the Americas including the U.S., investing in agricultural value chains to provide farmers the opportunity to earn sustainable living incomes. We help to integrate rural women, youth and Indigenous populations into more inclusive markets. In doing so, vulnerable rural households are more resilient to shocks, allowing them to thrive, not just survive.
To date, we have supported more than 52 million farming families across Africa, Asia, and the Americas. To achieve this, Heifer International relies on its passionate, committed, and highly skilled staff.
Our Values:
At Heifer, our work and culture are grounded in our 12 Cornerstones and six Cultural Guiding Principles, which reflect our deep commitment to dignity, fairness, and impact. These values shape how we lead, collaborate, and grow as an organization. We believe in Passing on the Gift, accountability, caring for one another, sustainability, gender and social inclusion, and environmental stewardship. We prioritize full participation, open communication, and continuous learning rooted in self-awareness and human-centered leadership. Together, we foster a culture of belonging and shared purpose that drives meaningful, lasting change in the communities we serve.
ROLE FUNCTION:
The Administrative Assistant is a member of the Facilities team for Heifer USA (HUSA). They’re responsible for providing high-quality administrative and logistical support to multiple functions across the operation, including (but not limited to) programs, facilities, and maintenance for Heifer Ranch. The role coordinates day-to-day office operations for Heifer USA including scheduling, workflows, and record-keeping to ensure efficient, compliant, and timely support to internal and external stakeholders.
Essential Character Traits
- Discreet/confidential: handles sensitive info without gossiping or oversharing
- Honest and accountable: owns mistakes quickly, doesn’t hide issues
- Detail-oriented: catches errors before they become problems
- Clear communicator: writes and speaks in a straightforward, professional way
- Customer-service mindset: helpful, respectful, calm—even with difficult people
- Proactive: anticipates needs and prevents issues
- Resourceful: finds answers and options instead of getting stuck
- Collaborative: supports the team without needing all the credit.
RESPONSIBILITIES
Heifer USA Administrative & Office Support (60%)
- Provide day-to-day office support, including front desk, mail distribution, management of office supplies, and upkeep of shared spaces to ensure a professional and well-organized work environment.
- Serve as a courteous point of contact for staff, visitors, partners, and vendors, providing accurate information and directing inquiries in alignment with Heifer’s values and customer service standards.
Scheduling, Communication & Information Flow (10 %)
- Provide support scheduling and managing calendars for key staff, meetings, and shared resources (e.g., conference rooms, vehicles), including sending invitations, preparing agendas, and documenting action items as needed.
- Support information flow across programs, facilities, and maintenance by tracking requests, routing inquiries to appropriate staff, and ensuring timely follow-up and resolution.
- Prepare, proofread, and format routine correspondence, reports, presentations, and other documents to support programs, facilities, and maintenance teams.
Facilities & Maintenance Support (15%)
- Provide administrative support to facilities and maintenance functions by logging work orders, tracking preventive maintenance schedules, following up on vendor services, and maintaining related documentation.
- Support procurement processes for operational needs (e.g., supplies, equipment, contracted services) by obtaining quotes, preparing basic purchase requests, and coordinating deliveries as directed.
Documentation, Record-Keeping & Compliance (15%)
- Maintain accurate and organized electronic and hard-copy files, records, and databases for programs, facilities, and maintenance activities, in line with Heifer’s policies and data management standards.
- Monitor and flag compliance with organizational policies and procedures related to office operations, safety, and facility use, escalating issues or risks to supervisors as needed.
- Contribute to continuous improvement of administrative systems and standard operating procedures by identifying gaps and suggesting practical solutions.
Other
- Perform other duties as assigned to ensure smooth and efficient operations across Heifer USA.
Minimum Requirements:
- Minimum of 5 years of professional work experience, with at least 3 years' experience with administrative support experience.
- High school diploma, GED, or relevant certification/trade school; or a combination of education and experience can be considered.
- Ability to travel to Heifer Ranch and work flexible schedules for special events as needed.
- Strong organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines.
- High attention to detail and accuracy in scheduling, documentation, and record-keeping.
- Excellent verbal and written communication skills; able to interact professionally with staff, visitors, vendors, and partners.
Preferred Requirements:
- Bachelor’s degree in business administration and/or humanitarian/NGO (non-governmental organization) related field.
- Experience supporting multiple managers or functions for projects, tasks, and deliverables
- Experience in a nonprofit, agricultural, farm-based, or operations/facilities setting.
- Experience working with vendors, maintenance or facilities teams, and/or coordinating events or trainings.
Most Critical Proficiencies:
- Possess excellent customer service skills.
- Collaborative, team-building skills with strong systems thinking, organization, and management skills.
- Flexibility and ability to balance entrepreneurialism, creativity and innovation, with policy and procedural compliance to advance project and organizational objectives.
- Knowledge of general office procedures.
- Knowledge of Microsoft Office (i.e. Word, Access, Excel, Outlook) and ability to create documentation using software required.
- Excellent oral and written communication skills.
- Strong critical thinking skills.
- Strong analytical and problem-solving skills.
- Ability to communicate sensitive information appropriately to internal and external stakeholders.
- Knowledge of Central Arkansas’ local food scene and local food scene value chain actors.
- Knowledge of local food sector and market linkages to small agriculture.
Essential Job Functions and Physical Demands:
- May require working in front of a computer for extended periods of time.
- May require extended periods of time sitting or moving in outdoor conditions.
- Ability to lift and carry up to 20 pounds (9 kilograms).
- Ability to work independently and perform multiple tasks with minimal supervision.
- Ability to create and proofread documents in a well-designed and attractive format with impeccable attention to detail.
- Proven ability to constantly meet deadlines.
- Ability to use all standard office equipment including multi-line telephones.
- Ability to capture meeting minutes and action items in an efficient manner.
- Ability to work with sensitive information and maintain confidentiality.
Salary Information:
The expected hourly rate for this role is $25.04 per hour, equating to $52,083.20 annually. This role is full-time, hourly (eligible for overtime), and will be located at Heifer Ranch. The role is only open to candidates located in Arkansas, in commutable distance to the ranch.
What We Offer:
- Heifer International offers a variety of benefits for U.S. based employees working 30 or more hours per week.
- Health and wellness benefits including Flexible Spending Account and/or Health Saving Account
- Employee assistance program
- 403(b) retirement plan (match 1% employee to 2% employer up to a maximum of 4% match +3% employer discretionary contribution regardless of employee contribution)
- 22 vacation days in addition to 12 statutory and discretionary holidays, and 10 sick days per year
- Employer-paid life insurance and accidental death & dismemberment (AD&D)
- Professional development and annual merit increase opportunities
- Optional critical illness insurance, legal assistance plan and pet protection
- And more!