Administrative Assistant

Job Description

Job Description

Administrative Assistant / Operations Support

Location: Hulsbosch Dairy Farm

Employment Type: Full Time
Reports To: Wim and Vital Hulsbosch

Position Summary

We are seeking a highly organized, adaptable Administrative Assistant to support both office administration and daily operational needs. This is a dynamic, hands-on role that goes beyond traditional office work. Responsibilities may range from reporting and process management to assisting with farm operations, troubleshooting technology issues, and supporting leadership wherever needed.

The ideal candidate is proactive, resourceful, comfortable wearing multiple hats, and willing to step into a wide variety of tasks in both office and field settings.

Key Responsibilities

Administrative & Reporting

● Prepare and maintain weekly, monthly, and annual reports ( DNR water reports, SJI reporting, tax-exempt forms, and other regulatory filings)

● Ensure timely and accurate submission of compliance documentation

● Track deadlines and maintain organized digital and physical filing systems

● Build and maintain internal reporting systems

Office & Process Management

● Manage and improve workflows for documents, bills, tickets, and other internal processes

● Maintain organized recordkeeping systems

● Update and revise Standard Operating Procedures (SOPs) as processes evolve

● Identify inefficiencies and recommend improvements

Technology & Systems Support

● Assist with troubleshooting technology issues when systems, software, printers, or devices are not functioning properly

● Help implement and maintain new systems or software tools

Meeting & Travel Coordination

● Schedule meetings and manage calendars

● Prepare agendas and meeting materials

● Take meeting notes and distribute follow-ups

● Arrange travel, lodging, rental cars, and itineraries for conferences and peer group meetings

Vendor & Financial Support

● Assist with new vendor screening and onboarding

● Maintain vendor files and documentation

● Cross-train to process invoices in QuickBooks when needed

● Assist with deposits and general financial administrative tasks

Farm & Operational Support

● Provide support with daily farm operations as needed

● Assist with dry matter sampling and other operational tasks

● Help coordinate operational logistics and documentation

● Run business-related errands (courthouse pickups, bank deposits, supply runs, etc.)

Qualifications

Required:

● Strong organizational and time management skills

● Excellent communication skills

● High attention to detail

● Comfort working in both office and farm/operational environments

● Ability to adapt to changing priorities

Preferred:

● Experience with compliance or regulatory reporting

● Familiarity with agricultural or farm operations

● Basic technical troubleshooting experience

Key Competencies

● Flexible and adaptable

● Self-starter with strong initiative

● Comfortable wearing multiple hats

● Process-oriented and detail-driven

● Dependable and trustworthy

Position Overview

This role is ideal for someone who enjoys variety in their workday. Some days may focus heavily on reports and documentation, while others may involve technology troubleshooting, operational coordination, or assisting with farm-related tasks. No two days are exactly the same, and a willingness to step in wherever needed is essential.