Administrative Assistant

Hulsbosch Dairy Farm; United States; On-site; USD 42,000 - 56,000; Full time

Job summary

Hulsbosch Dairy Farm is seeking a highly organized Administrative Assistant to support office administration and daily farm operations. This role blends reporting, process management, and hands-on operational tasks in a dynamic environment.

You will prepare and file regulatory reports, manage vendor documents, assist with QuickBooks invoices, coordinate meetings and travel, and help troubleshoot technology issues to keep the operation running smoothly.

Qualifications

• Strong organizational and time management skills.
• Excellent communication skills.
• High attention to detail.
• Comfort working in both office and farm environments.
• Ability to adapt to changing priorities.

Responsibilities

• 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.
• Manage and improve workflows for documents, bills, tickets, and other internal processes.
• Maintain organized recordkeeping systems.
• Update and revise Standard Operating Procedures (SOPs).
• Identify inefficiencies and recommend improvements.
• Assist with troubleshooting technology issues when systems, software, printers, or devices are not functioning properly.
• Help implement and maintain new systems or software tools.
• 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.
• 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.
• 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.)

Skills

Organization

Communication

Attention to detail

Office & field work

Adaptability

Tools

QuickBooks

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