Executive Assistant

We are seeking a highly organized person who is responsible for performing a variety of administrative tasks and projects for the CEO and Board of Directors as our Executive Assistant. The Executive Assistant also works with internal communications on behalf of the CEO, Management & the Co-op. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Be the “go-to" person for all administrative needs for the CEO, Management Team and Board of Directors
• Create presentations and compose internal communications on behalf of the CEO, Management and the Co-op
• Coordinate CEO interactions with Membership including but not limited to holiday letter, annual catalog letters, annual member meeting
• Act with a presence and demeanor that represents executive level communication
• Manages calendar, travel, expenses of CEO
• Approves Management Team expense reports and timesheets
• Approves Board of Directors expense reports
• Act as executive coordinator for leadership team and Board of Directors: prepare agendas and room space, record meeting minutes, follow up on action items, maintain annual work plans, maintain online library of Board documents and meeting packets, facilitate annual board elections, and assist with Board and Committee projects.
• Make travel arrangements, lodging accommodations, meeting arrangements, and coordinating forms for the CEO & Board of Director’s travel
• Responsible for managing Board and CEO budgets
• May require travel to board meetings 2-4 times per year
• Answers and screens CEO’s telephone calls, and arranges conference calls including Microsoft Teams
• Conducts research, and compiles and types statistical reports
• Prepare printed materials and PowerPoints for presentations to Board, customers, member-owners, and employees
• Perform general data entry and data management as directed
• Works independently and within a team on special projects at the request of the CEO or senior management
• Handles confidential and non-routine information in highly professional manner
• Strives to reduce waste, recycle products whenever possible, and re-use resources when practical
• Works safely at all times, follows safety rules and policies and participates in scheduled training
• Reports injuries and near misses promptly and in required detailed format; proposes corrective action
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have proven ability to maintain confidentiality. 

EDUCATION and/or EXPERIENCE

A two-year degree in a marketing, business, or related field preferred.  A high school diploma or general education degree (GED) and two or more years of related experience are required. Proficient in Microsoft Office including the ability to analyze complex data in Excel is required.

LANGUAGE SKILLS

Ability to read and comprehend detailed instructions, correspondence, reports and memos. Ability to effectively write reports and correspondence. Ability to speak effectively with a variety of people and respond to questions in situations where common courtesy and tact are needed.

OTHER SKILLS AND ABILITIES

• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy and the ability to interact and communicate with individuals at all levels of the organization.
• Proficient knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, and PowerPoint).
• Duties require continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Provide administrative assistance to all Management Team members; especially in regards to public relations and local outreach and support.

PHYSICAL DEMANDS

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.

While performing the duties of this job, the employee is regularly required to sit, talk or hear, and view a computer monitor or video display.  The employee frequently is required to use hands and/or fingers to type, handle, or feel.  The employee is occasionally required to stand, walk, and reach with hands and arms.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.