Board and Administrative Assistant

Department: Administration Reports To: General Manager

Supports: Board of Directors Support From: General Manager, Human Resources Manager, Marketing Manager

JOB SUMMARY: Responsible for proving administrative support to the Davis Food Co-op General Manager, Board of Directors, Chief Financial Officer, Operations Manager, Human Resources Manager, and Marketing Manager.Maintains professional office systems that include general clerical, research, note taking, and project-based work.Collects, organizes and distributes meeting materials for the Board of Directors. Records meetings (minutes) and creates and distributes correspondence as directed.

BOARD OF DIRECTORS DUTIES:

Prepares for and attends Regular Board of Director (BOD) Meetings (usually monthly).

  • Collects and disseminates (email and Dropbox) all documents/reports for monthly meetings.
  • Posts meeting notices, agendas, minutes, and board blog in-store and online.
  • Maintains master calendar for the BOD.
  • Schedules meeting rooms, as needed, and coordinates training opportunities.
  • Takes accurate and objective meeting minutes and records resolutions. Ensures the Board or appropriate person follows up with unresolved items.
  • Plans and executes meeting logistics, including distribution of hard copies of packets, setting up monitor or any other supplies, organizing meal, and cleaning up meeting location.
  • Manages the BOD budget/expenses.
  • Updates policies when resolutions pass.
  • Maintains digital (Dropbox) and paper files on behalf of the BOD.

Special and Task Force Meetings (as requested)

  • Collects documents for special meetings.
  • Distributes documents and agenda in advance of meeting (email).
  • Takes meeting minutes as requested.
  • Other meetings as requested.

Annual Member Meeting

  • Takes Annual Meeting minutes.
  • Coordinates with Marketing on behalf of the BOD.

Other

  • Supports Linkage events (open house, patio event), as requested.
  • Presents trainings at New Director Orientation and meetings, as requested.
  • Provides Directors with updated documents for individual binders.
  • Coordinates with Marketing for BOD materials.
  • Supports annual Board retreat through clerical and logistical assistance.
  • Updates the Board of Directors section of the Davis Food Co-op website.
  • Coordinates Board communication with Owners, including facilitation of the Board email account.

ADMINISTRATIVE DUTIES:

  • Always maintains professional demeanor and provides superior internal customer service.
  • Assist with office needs, including but not limited to formatting and proofreading documents, filing, and scanning.
  • Creates weekly Employee Update, including collection of content (news/information from management) and distribution of updates to the staff.
  • Maintains and updates employee board in Buyer’s Office.
  • Prepares agendas for management meetings on behalf of the GM.
  • Takes notes at management meetings as requested. Ensures follow through of action items through email and in-person communication.
  • Provides project research assistance to the management team, when requested.
  • Responsible for ordering and stocking office supplies and reporting expenses to finance department. Places supply orders for other departments, as needed.
  • Manages and supports projects and events including quarterly manager meetings, staff parties, and various store projects (i.e. updating break room, Open Book Management).
  • Safety Committee: Collaborates to plan meetings, takes notes at monthly meeting, organizes Golden Carrot Program, and collects safety checklists and other forms.

Skills and Special Requirements:

  • The Board and Administrative Assistant handles and is privy to confidential and sensitive information and must maintain that confidentiality during and following the assignment.
  • Moderate to expert computer proficiency; especially word processing, document naming, email and Internet competence.
  • Accurate listening skills, recording skills and organization skills.
  • Can work from home and might have to come in for short periods of time.
  • Be responsible for company owned equipment.

Compensation: $15/hour; approximately 20-24 hours monthly. Subject to special projects.

Additional Benefits: $30/month cell phone allowance and issuance of company laptop

ESSENTIAL REQUIREMENTS AND COMPETENCIES

To perform the job successfully, an individual should demonstrate competencies in the following matters:

1. Problem Solving

  • Anticipate and plan for events before they occur.
  • Identify and resolve problems in a timely manner.
  • Effectively prioritize tasks based on urgency, sensitivity and available resources.

2. Interpersonal Skills

  • Respond promptly to requests and changing needs.
  • Is poised and objective while objectively performing duties while others may be expressing difficult or emotional feelings.

3. Adaptability

  • Adapt to changes in the work environment.
  • Anticipate and manage competing demands.
  • Deal with change, delays, or unexpected events.

4. Attendance / Punctuality

  • Be consistently at work and arrive on time.
  • Notify others if materials are delayed or of unavailability.

5. Language Ability

  • Comprehend written instructions and correspondence, in English.
  • Comprehend verbal information, in English, in-person and on the telephone.
  • Effective express thoughts, ideas and instructions to others, verbally and in writing, in English.

5. Reasoning Ability

  • Apply judgment, experience, practicality and reasoning to produce written and oral instructions.
  • Address issues and concerns even if it is uncomfortable to do so.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Daily Physical Demands

  • Stand
  • Sit
  • Walk
  • Keyboarding
  • Light physical requirements
  • Have close vision, distance vision, peripheral vision, and depth perception.
  • Talk and communicate in English.
  • Hear ordinary conversations and overhead paging.

2. Physical Demands

3. Sensory Ability

WORK ENVIRONMENT

The workplace is primary an indoor office environment with occasional work in walk-in refrigerators an freezers, outside, and, occasionally in high locations like on the roof. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The noise level in the environment is usually quite, though some equipment noise can be moderately loud.