What are the responsibilities and job description for the Executive Assistant position at Watch Us Farm?
Executive Assistant Watch Us Farm | Zionsville, Indiana Full-Time | Nonprofit | Mission-Driven
Watch Us Farm is a fast-growing, jobs-based nonprofit in Zionsville, Indiana, creating real employment and vocational training opportunities for adults with intellectual disabilities. We are building something extraordinary, a 25-acre working campus, a nationally recognized model, and a community that believes everyone deserves meaningful work. We work hard, we laugh often, and we are genuinely proud of what we are building together.
Who We Are Looking For
We need an Executive Assistant who is equal parts organized, creative, and mission driven. You will work directly alongside our Executive Director and play a hands-on role in the daily operations of a growing nonprofit. If you love variety, thrive in a dynamic environment, and want your work to actually matter, this is your place.
Donor & database management
- Maintain and update donor records in Bloomerang, ensuring accuracy across giving history, contact information, and engagement notes
- Draft and send donor correspondence, including acknowledgment letters, follow-ups, and cultivation communications
Social media & content creation
- Create and schedule posts across Instagram, LinkedIn, and Facebook, including original captions and graphics
- Develop content that reflects the organization's voice and mission
When a media intern is on staff, this responsibility transfers to them.
Annual gala "Dinner at Dusk"
- Lead all sponsorship outreach, coordination, and stewardship, including proposals, follow-up communications, and sponsor recognition
- Manage event logistics by attending planning meetings with caterers, decorators, and other vendors
- Oversee volunteer and staff coordination for day-of setup and event execution
- Source, solicit, and organize silent and live auction items
- Maintain and update the event website and related Bloomerang records throughout the planning cycle
- Create sponsorship-related media and promotional materials as needed
Capital campaign support
- Partner with the Executive Director, Board leadership, and Capital Campaign Director to advance campaign goals
- Assist with donor identification, prospect research, and campaign communications
Grant writing & foundation outreach
- Research grant opportunities and foundation prospects, including invitation-only funders
- Draft letters of inquiry and introduction to cultivate relationships with prospective funders
- Collaborate with the Executive Director and Board on grant applications, including writing, editing, and submission
Textile shop & community events
- Work in the textile shop during open hours, providing support to staff and participants
- Provide coverage during the Shop Manager's absence
- Represent Watch Us Farm at craft markets and community sales events as needed
Medicaid waiver services
- Pull and review billing data from Sandata and submit claims through the IHCP provider portal
- Monitor submissions for accuracy and follow up on any rejected or pending claims
What We Hope You Bring
- Genuine enthusiasm for our mission and the people we serve
- Strong writing skills, you can shift from a heartfelt donor letter to a social media caption without missing a beat
- Comfort with technology, databases, and learning new platforms quickly
- Exceptional organizational skills and the ability to manage multiple priorities
- Experience in nonprofit, events, communications, or administrative support preferred
- A sense of humor and a team-first attitude, we are building something big and we want it to be fun
Why Watch Us Farm
This is not a sit-at-your-desk-and-disappear kind of job. You will be part of a team that is growing a nationally recognized model, planning a circus-themed gala, building a 25-acre campus, and changing lives every single day. If you want work that is meaningful, varied, and genuinely exciting, we want to hear from you.