Board Of Directors Administrative Assistant

La-Montanita-Food-Cooperative; Albuquerque (NM); On-site; USD 42,000 - 58,000; Full time

Job summary

La Montañita Food Cooperative (LMFC) seeks an Administrative Assistant for the Board of Directors to provide confidential administrative, logistical and research support. The role reports to the LMFC Board and helps uphold LMFC values in all tasks.

Responsibilities include preparing board agendas, taking minutes, managing records and calendars, coordinating with the Board President and GM, and supporting special projects while safeguarding confidentiality and professional conduct.

Qualifications

• Minimum 2 years’ experience in high-level administrative support.
• Business writing skills to compose, draft and edit professional correspondence.
• Experience with Microsoft platforms (Word, Excel, Outlook, PowerPoint, OneDrive) with ability to learn other tools.
• Demonstrates excellent interpersonal and written communication; able to engage diverse individuals.
• Strong attention to detail and ability to follow written and verbal instructions.
• Ability to adhere to safety and wellness guidelines and maintain confidentiality.

Responsibilities

• Prepares, distributes, and posts Board agendas and meeting materials in coordination with the Board President and, at times, the General Manager.
• Provides administrative, secretarial, and clerical assistance to the LMFC Board of Directors.
• Acts as recording secretary for Monthly Board Meetings, preparing agendas, taking minutes, distributing materials, and safeguarding confidential information.
• Maintains the e-filing system for Board documents and action items; coordinates with LMFC management on document uploads to the website or newsletters.
• Attends the Monthly Board of Directors Meeting and takes notes for the minutes; 1 evening per month.
• Assists with special projects, as needed.
• Maintains and updates the Board calendar, policies, committee charters and other board documents.

Skills

Board administration

Business writing

Microsoft Office

Interpersonal communication

Attention to detail

Confidentiality

Public speaking

Tools

Word

Excel

Outlook

PowerPoint

OneDrive

Basecamp

Microsoft Teams

Job description

Description

The Board of Directors Administrative Assistant is responsible for providing overall confidential administrative, logistical and research support to La Montañita’s Board of Directors. This position falls under the direction of the La Montañita Food Cooperative (LMFC) Board of Directors to effectively carry out its work in a manner that strengthens and upholds the values of La Montañita Food Cooperative.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: NOTE: La Montañita Food Cooperative (LMFC) unilaterally may change the requirements of this job description at any time. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. These include, but are not limited to, the following:

• Prepares, distributes, and posts Board agendas and meeting materials in coordination with the Board President and at times the General Manager.
• Provides administrative, secretarial, and clerical assistance to the Board of Directors of La Montañita Food Cooperative.
• Acts as recording secretary for the Monthly Business Meetings including such duties as: preparing agendas and materials necessary for in person Board meetings and/or Board calls; taking meeting minutes, distributing and publishing them as appropriate, while safeguarding the confidential nature of the discussions, as needed, and information shared in the meetings and noting action items.
• Maintains the e-filing system for Board documents and action items (currently in a project collaboration tool called Basecamp, migrating to Microsoft Teams in the future) and coordinates with LMFC Management on documents to be uploaded to the LMFC’s website or included in LMFC newsletters.
• Attends the Monthly Board of Directors Monthly Meeting and take notes for the minutes; 1 evening per month.
• Assists with special projects, as needed.
• Maintains and updates the Board of Directors calendar, policies, committee charters and other board documents.

Requirements

REQUIRED QUALIFICATIONS (includes education, skills and experience): 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.

• Minimum 2 years’ experience of high-level administrative support position.
• Business writing skills to compose, draft and edit correspondence with an understanding of business grammar and usage for professionals.
• Experience with Microsoft platforms (Word, Excel, Outlook, PowerPoint, OneDrive) with some knowledge/ ability to learn other software applications (such as Google’s Duo, Teams, collaborative platforms) as needed.
• Demonstrate excellent interpersonal and communication (oral and written) skills and able to communicate with individuals of diverse background.
• Effectively present information in one-to-one and small group situations to customers and other employees.
• Strong attention to detail and ability to follow written and verbal instructions.
• Ability to adhere and follow safety and wellness guidelines. Safety Conscious and adhering to required PPE (Personal Protective Equipment) is required.

NEEDED ATTRIBUTES:

• Excellent verbal and written communication skills.
• Excellent interpersonal and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to act with integrity, ethically, professionalism, and confidentiality.
• Ability to identify and resolve problems in a timely manner.
• Ability to adapt to changes in the work environment, industry with a calm professional demeanor.
• Ability to provide outstanding customer service.
• Dependable, reliable and self-motivated.
• Able to work with a diverse group of people.
• Strong team player, friendly and patient.