Board & Executive Administrator

Brattleboro Food Coop•Brattleboro, VT

About The Position

The Board and Executive Administrator reports to the General Manager and is responsible for providing administrative services and support to the Board of Directors and the General Manager. The Board and Executive Administrator provides for the coordination and sharing of information between the General Manager, the members of the Board, staff, and shareholders. Our Ends, are articulated by our Board of Directors: The Brattleboro Food Co-op, an organization modeled on cooperative values and principles, exists to serve its shareholders’ collective needs for: An open, inclusive and welcoming marketplace Access to and education about goods and nutritious food that are ecologically sound and responsibly sourced An organization that contributes to a just and resilient local economy An enterprise that engages in sustainable and regenerative environmental practices The Cooperative Principles are: Open and Voluntary Membership. Democratic Member Control. Members' Economic Participation. Autonomy and Independence. Education, Training, and Information. Cooperation Among Cooperatives. Concern for Community. The BFC believes in the ethical values of honesty, openness, social responsibility and caring for others. Cooperative Values are: Self help Self-responsibility Democracy Equality Equity Solidarity. The Brattleboro Food Co-op is proud to be a Union workplace. The Board and Executive Administrator must be familiar with and abide by our Union Contract at all times while maintaining a positive relationship with the Union.

Requirements

Co-op experience, or experience in the natural and organic grocery industry preferred
Exceptional administrative, organization, time management, and planning skills at the executive level
Excellent verbal, written, and interpersonal communication skills
Demonstrated ability to collect, coordinate, organize, and manage complex and confidential information
Highly efficient in G-Suite, Microsoft Office word processing, spreadsheet, and ability to become proficient in other relevant systems as needed.
Ability to work with minimal direction
Must be able to lift at least 25 pounds
Minimal travel preferred

Responsibilities

Performs all administrative duties needed by the Board as directed by the Board President and the General Manager.
Coordinate and distribute materials to enable the Board to be properly prepared for meetings and retreats (agenda, minutes and minutes for approval, Board monitoring surveys, etc.).
Assist in publicizing Board and committee meeting times and agendas.
Arrange logistics (equipment set-up, online meeting access, meal coordination, etc.) for Board meetings, retreats, and tabling events.
Assist with logistics and set up of annual shareholder meetings as directed.
Attend and record minutes for all Board and shareholder meetings, and other operational meetings as requested.
Provide administrative support for any GM Search committees that may be necessary.
Prepare draft of Board meeting minutes within 72 hours.
Compose reports, memos, and correspondence of the Board as requested.
Locate and compile information for the Board as requested.
Coordinate the Board election process as directed.
Maintain and update the Board’s intranet website.
Maintain and distribute the Board’s Policy Manual and the Co-op’s bylaws; update as needed.
Develop the draft Board budget and record/track Board expenses, reconciling with the Finance department at least quarterly.
Maintain Board calendars, workplan, task lists, and other organizing tools as needed and directed.
Maintain Board records and archives including approved minutes, Bylaws and affected documents as required.
Facilitate shareholder access to public portions of Board records.
Assist GM in obtaining and maintaining data for reports to the Board (including monitoring report compliance data), including developing appropriate tables and charts, with a particular emphasis on sustainability indicators (energy consumption, waste generation, greenhouse gas emissions, water usage, etc.)
Serve as lead point of contact for participating in NCG’s Impact Metrics data collection initiatives and other similar efforts, as directed.
Assist GM and/or Marketing and Community Relations Manager in generating reports, presentations and other materials to communicate Co-op’s sustainability performance and other social impact metrics to staff, management, and shareholders, as directed.
Serve as the GM’s point of contact with the Co-op’s Green Team as directed.
Maintain and update critical management succession documents (store closure procedures, organization chart, etc.) as directed.
Coordinate application and renewal of all store licenses (Town of Brattleboro, USDA PACA and SNAP, VT Agency of Agriculture, Food & Markets, VT Agency of Natural Resources, VT Department of Health, VT Department of Liquor and Lottery Control) as directed.
Other duties and projects as directed.