Executive Administrator Assistant

POSITION SUMMARY

Under direction of the General Manager and the Board of Directors, the Board Administrator 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

• Upholds all Co-op policies, procedures, and expectations.

• Customer Experience with Customers, Members, Members of the Board of Directors, General Manager, Co-op Staff at all levels, and Others

• 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.
• Board Administration
• All responsibilities to be performed in accordance with deadlines and with accuracy.

• Board Meetings

• 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. All meeting material that is not confidential will be included in the posted meeting packet.

• Board Committee and Other Support

• Coordinate scheduling and other arrangements for Board meetings, Board Committee meetings, Board events, Member events, Board, and staff meetings, etc. Includes but 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.

• 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 delegee, 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 and 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.

• Board Records

• 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. All such records also be accurately maintained in the Board of Directors electronic files.
• 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 Member 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.

• Support for Board Activities

• 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 necessary information for each new Board Directors prior to 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 Administrator 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.

• Other Duties

• 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