Executive Administrative Assistant

SACRAMENTO NATURAL FOODS CO-OP•Sacramento, CA

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

Upholds all Co-op policies, procedures, and expectations.
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.
Model, provide, and ensure customers/members receive prompt, friendly, and courteous services in a professional manner that markets our cooperative advantage.
Help customers make product selections by answering questions and providing information about ingredients in all food items.
Maintain a calm and friendly demeanor with all customers and in all situations.
Attend and take minutes during all Board of Directors meetings.
Post required Board Meeting notices per bylaws requirements.
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.
Coordinate scheduling and other arrangements for Board meetings, Board Committee meetings, Board events, Member events, Board and staff meetings, etc.
Serve as a non-voting member of Board Committees as stated in Committee charters.
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.
Schedule both in-person (if approved) and virtual Board candidate and election measure proponent and opponent campaigning activities.
Receive member communications and filings related to governance matters per Bylaws and Election Policy requirements and handle them appropriately.
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.
Coordinate with the Co-op Secretary and General Manager to maintain accurate required corporate Board records.
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.
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.
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.
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.
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.
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.
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.
Meet with Board Chair and/or Vice-Chair regularly to review tasks and assignments for both the Board Administrative and members of the Board.
Make timely travel arrangements for Board Members to attend approved events.
Attend Board Retreats and/or committee meetings as required or directed.
Support other Board work as directed by the General Manager and Board Chair.
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.
Assist in the training of other staff persons as assigned by the General Manager.
Attend meetings and events as requested by the General Manager and the Board of Directors.
Demonstrate support for the cooperative values and principles daily.
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.