Organization:

The Grower-Shipper Association of Santa Barbara and San Luis Obispo Counties is a non-profit agricultural trade association established in 1947 that promotes the interests of the produce industry in Santa Barbara and San Luis Obispo Counties. Members include growers, shippers, farm labor contractors, and supporting agribusinesses such as insurance companies, banks, and automobile dealers.

Position:

The Grower-Shipper Association of Santa Barbara and San Luis Obispo Counties is seeking an Executive Assistant to the President. The position is 4 hours per day and 20 hours per week which will be scheduled during the Association’s regular office hours between 9:00 am and 5:00 pm from Monday through Friday. Occasional overtime may be required, subject to prior approval by the Supervisor. The position reports directly to the Association President, who serves at the pleasure of the Board of Directors. As with all other employees, this position is “at-will” and is subject to all terms, policies and procedures that have been and may be adopted by the Association.

Work Environment:

The position is located in a small office environment in Santa Maria, California. The candidate will work at a computer for extended periods of time. The position holder may be required to lift up to 60 pounds (i.e. case of paper). The position holder will be required to work on-site and at times may be the only person physically present in the office. The candidate should be comfortable working both independently and in a diverse team environment. The expected daily office attire is business casual.

Key Responsibilities:

· Serve as primary administrative support for the Association President in the fulfillment of his/her duties

· Support the administrative needs of the Association Board of Directors

· Support the Association’s Legal Counsel with administrative support

· Manage Association’s financial transactions and banking utilizing QuickBooks accounting software in cooperation with Association’s President and accountant.

· Manage the Association’s membership database and renewal efforts in Excel, QuickBooks, and Mailchimp

· Coordinate the Association’s special events (e.g. Annual Membership Meeting, Golf Tournament)

· Serve as Association’s office manager in charge of IT, equipment, supplies, and office maintenance

Duties and Responsibilities:

The Executive Assistant is expected to manage the key responsibilities above, plus tasks assigned by the President, with activities to include (but not limited to):

· Serve as primary point of contact for the Association.

o Represent the Association in a professional, accurate, friendly, and positive manner

o Receive and direct phone calls and office visitors, which may include members, media, government agencies, and other organizations

o Take accurate written messages when recipient is unavailable and voicemail is not appropriate

o Accurately relay information on the availability of the President

o Appropriately refer member inquiries to Legal Counsel

· Provide administrative support to the Association.

o Distribute meeting notices and materials via Mailchimp or similar email marketing, as well as Outlook or Google Calendar invitations

o Make photocopies

o Monitor and order office supplies as needed

o Order and host business lunches, including setup and cleanup

o Coordinate audio-visual requirements and meeting room setup

o Set out and bring in recycling and trash bins for collection

o Pick up litter on office premises

o Provide light office, kitchen, and restroom cleaning

o Make room reservations for member trainings. Maintain sign-in sheets as expected attendees RSVP. Create records and certificates of attendance as requested.

o Maintain office equipment

o Coordinate office maintenance, janitorial, and other service providers. Schedule service calls and dispute bill charges as needed

o Coordinate filing and organization for paper and electronic files

o Manage mailings to members

o Collect and deliver mail from post office as requested. Monitor and purchase postage.

· Manage Association calendar, coordinating scheduling with President, Legal Counsel and other staff. Poll additional attendees for availability.

· Organize and staff Board meetings. Develop draft agendas, coordinate logistics, attendance, and meeting packets and notices. Record draft meeting minutes for review by President-Secretary. Provide similar support for Committee meetings as requested.

· Assist Association President with tracking and reminding of key deadlines, to-do’s, important commitments

· As requested, manage President’s travel arrangements and expense reimbursement requests

· Serve as IT liaison for Association

o With President and other staff, assess and fulfill IT needs

o Monitor IT effectiveness

o Make upgrade recommendations

o Coordinate upgrades, troubleshooting, repairs

· Assume primary responsibility for preparing and distributing membership renewal packets

· Accurately update membership database information in Excel, Mailchimp, and QuickBooks as renewal status and contact information changes

· Prepare invoices and input information received into QuickBooks accounting software

· Collaborate with the President, Legal Counsel, and other staff in developing and distributing communications via mail and email

· Develop membership application materials and assist in recruiting potential new members. After training, understand the different membership categories, how to classify a potential new member, and the different benefits for each membership category. Respond to information requests about Association membership via phone, email, and mail.

· Coordinate special events, such as the Association’s Annual Meeting and Golf Tournament, under the President’s oversight. Serve as primary point of contact for making reservations, reviewing contracts, and coordination of events prior to, on the day of, and after the event.

· Assist the Association President with development of PowerPoint presentations, reports, research, information-gathering, press releases, position papers, etc.

· Identify and implement opportunities to provide exceptional value to members

Desired Attributes

The ideal candidate will have:

· Extreme attention to detail, impeccable accuracy, and timely follow-through

· Exceptional work ethic

· Punctuality and reliability

· Ability to consistently fulfill assigned duties to the President’s specifications

· Understanding of need for additional instruction when direction is unclear

· Ability to independently manage workload with limited supervisor oversight

· Ability to change gears quickly in small office environment

· Passion for the future of agriculture in Santa Barbara and San Luis Obispo Counties

· Ability to maintain confidentiality of Association business and membership matters

· Ability and desire to work both in a team-oriented environment and independently

· Excellent written and verbal communication skills

· Excellent computer skills, including high competency in Excel and Word. Previous experience with or ability to rapidly master QuickBooks, Mailchimp online email distribution service, Google Calendar, Google Drive, and Outlook.

· Ability to maintain professionalism and build rapport with staff, the Board of Directors, members of the Association, government officials, and the general public

· Basic knowledge of agriculture, especially row crops such as broccoli and strawberries

Candidates should email a resume and cover letter to claire.wineman@grower-shipper.com. Candidates should also be prepared to submit a transcript, desired salary, and references upon request. Candidates may be subject to a background check. This solicitation will remain open until the position is filled.

Job Type: Part-time

Expected hours: 20 per week

Ability to Relocate:

• Santa Maria, CA 93454: Relocate before starting work (Required)

Work Location: In person