Executive Administrative Assistant

Description

POSITION SUMMARY

Under the direction of the General Manager and the Board of Directors, the Administrative Board is responsible for providing confidential administrative, logistical, and research support to the Board of Directors and General Manager. This position supports the Board of Directors to effectively carry out its work in a manner that strengthens the organization and upholds the values of Sacramento Natural Foods Co-op and the cooperative identity.

DEPARTMENT General Manager 

REPORTS TO General Manager

FLSA STATUS Exempt, Full-time

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Upholds all Co-op policies, procedures, and expectations.
2. Customer Experience with Customers, Members, Members of the Board of Directors, General Manager, Co-op Staff at all levels, and Others
3. Exceed our customer/members’ expectations for service and provide a welcoming environment for all people and all diverse backgrounds and in accordance with the Co-op’s customer service standards. 
4. Model, provide, and ensure customers/members receive prompt, friendly, and courteous services in a professional manner that markets our cooperative advantage.
5. Help customers make product selections by answering questions and providing information about ingredients in all food items.
6. Maintain a calm and friendly demeanor with all customers and in all situations.
7. Board Administration
8. All responsibilities are to be performed in accordance with deadlines and with accuracy.
9. Board Meetings 
10. Attend and take minutes during all Board of Directors meetings.
11. Post required Board Meeting notices per bylaws requirements.
12. Prepare, distribute, and post Board Meeting agendas and meeting materials in coordination with and at the direction of the Executive Committee, Board Chair, and General Manager, and in accordance with Board policies and legal requirements. Draft minutes of the prior Board meeting. All meeting material that is not confidential will be included in the posted meeting packet. 
13. Board Committee and Other Support
14. Coordinate scheduling and other arrangements for Board meetings, Board Committee meetings, Board events, Member events, Board and staff meetings, etc. Includes, but is not limited to, helping to set meeting dates, securing locations, setting up Zoom meetings, setting up tables and chairs, arranging refreshments, preparing meeting materials, publicizing events, posting required meeting notices, etc. 
15. Serve as a non-voting member of Board Committees as stated in Committee charters.
16. In coordination with the Nominations Committee and Election Committee Chairs and Board Chair or delegate, ensure that potential Board candidates or nominees are informed about Co-op Election requirements, timelines, activities, and results.
17. Schedule both in-person (if approved) and virtual Board candidate and election measure proponent and opponent campaigning activities.
18. Receive member communications and filings related to governance matters per Bylaws and Election Policy requirements and handle them appropriately.
19. Provides timely board administrative support by following through with reminders and notifications to Board members, Board Committee Chairs, and other Board members about tasks, assignments, and responsibilities. Specifically, proactively engage and prompt members of the Board of Directors or other responsible parties about the following, but not limited to, assigned deadlines, necessary committee reports and products due, and tasks and assignments derived from Board or Board Committee meetings.
20. Board Records 
21. Coordinate with the Co-op Secretary and General Manager to maintain accurate required corporate Board records.
22. Responsible for making sure that the Board of Directors and Co-op Members have timely access to up-to-date and accurate Co-op governance documents on the Co-op website, including but not limited to Bylaws, Governance Policies, Board Committee information, Election Information, Board Member information, Board and Committee contact links, etc. All such records should also be accurately maintained in the Board of Directors' electronic files.
23. Compose, post, and update monthly (or more frequently if needed) the Board Calendar with new information and changes as they arise to show accurate information about meetings, required Board actions, Board training opportunities, Co-op Members, and other events.
24. Draft and edit correspondence, articles, and other publications on behalf of the General Manager and the Board of Directors, and create and maintain documents as needed and per the request of the General Manager and the Board of Directors.
25. Provide follow-up and maintenance of Board business as assigned by the General Manager and the Board of Directors, including but not limited to information gathering, correspondence, and maintenance of files and systems for Board communication. Inform other Co-op staff of relevant Board decisions.
26. Support for Board Activities
27. Respond to requests from the Board Chair and Board Vice Chair in supporting the work of the Board. Respond to requests from Board Committee Chairs in supporting the work of Board Committees. Respond to requests from individual Board Members as appropriate in supporting Board decisions or assisting Board Members in doing their Board work and understanding the Co-op. 
28. Prepare a Board Binder with the necessary information for each new Board Director before their seating. Provide updated binder contents to all Board Directors as documents are revised.
29. Independently compile information and contribute to reports as needed, which involves being informed on issues relating to the grocery business and specifically co-op grocery stores.
30. Meet with Board Chair and/or Vice-Chair regularly to review tasks and assignments for both the Board Administrative and members of the Board.    
31. Make timely travel arrangements for Board Members to attend approved events.
32. Attend Board Retreats and/or committee meetings as required or directed. 
33. Support other Board work as directed by the General Manager and Board Chair.
34. Other Duties
35. Serve as the Board’s liaison to other Co-op staff as needed to ensure Board Members can access resources needed to communicate effectively with Co-op members, participate in Member events, or perform Board duties.
36. Assist in the training of other staff persons as assigned by the General Manager.
37. Attend meetings and events as requested by the General Manager and the Board of Directors.
38. Demonstrate support for the cooperative values and principles daily.
39. Perform other duties and work in other departments as assigned. Assigned work in other departments shall not account for more than 10% of allocated time in any pay period.

Requirements

ESSENTIAL QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. Language and Writing Ability
2. Comprehend complex instructions, correspondence, and memos.
3. Ability to work independently and anticipate Board needs and requirements.
4. Communicate promptly and effectively in oral or written form to staff, Board, and members.
5. Effectively present information in one-to-one and small group situations to Board Members, customers, and other employees.
6. Produce clear and understandable written procedures for standard tasks.
7. Ability to conduct research and respond to Board of Directors inquiries about SNFC and other cooperative programs and activities.
8. Math Ability
9. Add and subtract multi-digit numbers and multiply and divide with large numbers. Determine whether numerical reports are accurately balanced.
10. Perform operations using unit counts, units of U.S. currency, and weight measurement, volume, and distance. 
11. Reasoning Ability
12. Apply common sense understanding to carry out detailed written or oral instructions. Act independently to anticipate Board needs.
13. Dealing with problems involving numerous concrete and subjective variables in complex situations.
14. Computer Skills
15. Use Microsoft Word, Excel, Adobe Acrobat Pro, Google docs, Email, website, social media, Zoom, and time clock software proficiently. 
16. Experience
17. 2+ years of complex administrative and clerical experience. Prior experience working with organization management and a Board of Directors is preferred.
18. Availability
19. Day, evening, and weekend availability to meet the needs of the Board and member activities.

DESIRED QUALIFICATIONS

Desired knowledge, skills, ability, and experience are not essential to be able to perform the essential duties of the position.  

1. Travel and event coordination and project management experience.
2. Skilled in offering comprehensive resources, guidance, and operational support to the senior leadership team as needed.

ESSENTIAL MENTAL REQUIREMENTS

To perform the job successfully, an individual should demonstrate the following competencies.

1. Problem Solving
2. Identifies and resolves problems in a timely manner and proactively works to apply best practices to ensure the Board’s needs are being met. 
3. Customer Service
4. Manages difficult or emotional customer/member situations in a courteous and professional manner.
5. Responds promptly to Board and General Manager needs and assistance.
6. Solicits Board and General Manager feedback to improve service.
7. Promptly responds to requests for service and assistance.
8. Adaptability
9. Adapts to changes in the work environment.
10. Manages competing demands.
11. Able to deal with frequent changes, delays, or unexpected events.
12. Attendance and Punctuality
13. It is consistently at work and on time.
14. Ensure work responsibilities are covered when absent.
15. Arrives at meetings and appointments on time.
16. Dependability
17. Maintains a high degree of confidentiality.
18. Responds to management direction.
19. Commits to long hours of work when necessary to reach goals.
20. Completes tasks on time or notify appropriate person with an alternate plan.
21. Quality
22. Demonstrates accuracy and thoroughness.
23. Look for ways to improve and promote quality.
24. Applies for feedback to improve performance.
25. Monitors own work to ensure quality.
26. Quantity
27. Work quickly and accurately with a sense of urgency.
28. Meet productivity standards.
29. Strive to increase productivity.
30. Safety and Security
31. Use equipment and materials properly.
32. Protects the safety of self, co-workers, and Co-op patrons always. 
33. Report any potentially harmful equipment or situations to the immediate supervisor without delay. 
34. Reports safety-related accidents and incidents at once to a manager.
35. Follows all company safety policies and procedures.
36. Follows all safe food handling guidelines as required by local, state, and federal laws.

ESSENTIAL PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. Frequent Physical Demands
2. Stand for extended periods of time on cement and other surfaces. 
3. Use hands to type, grasp, handle, and feel.
4. Reach with hands and arms.
5. Type for extended periods.
6. Walk, climb, balance, stoop, squat, kneel.
7. Lift and move up to 15 pounds.
8. Talk and hear to convey detailed information and to seek clarity.
9. Occasional Physical Demands
10. Sit and review information on a computer screen for extended periods of time.
11. Lift and move up to 30 pounds.
12. Specific Vision Ability
13. Close vision, distance vision, peripheral vision, and depth perception.

WORK ENVIRONMENT

The work environments described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Frequent exposure
2. Standing on cement floors.
3. Hand washing.
4. Occasional exposure
5. Fumes or airborne particles ranging from natural to chemical.
6. Cold to hot, and wet or humid conditions (weather and non-weather).
7. The noise level in the environment is usually moderate to loud.

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and require employees to perform other tasks, such as circumstances or conditions of its business, competitive considerations, or changes in the work environment.