Board Administrative Assistant

Description

This position is intended to provide administrative and clerical support services for the board of directors of the Keweenaw Co-op. The Board Administrative Assistant helps keep the board on track with their meeting schedule and annual agenda cycle, and provides for smooth coordination and movement of information between the members of the board, staff and Co-op Owners.

Hours: Approximately 25 hours/Month

Wage Range: $16.50 - $19.00

Estimated Start Date: January 2027

Benefits

• Sick time
• 401(K) program access with company match
• Staff discount

This role is classified as an “on-call” employee and is not eligible for:

• PTO
• Health Insurance, including dental and vision
• Family Medical Leave
• Life Insurance
• Short Term Disability

Essential Responsibilities and Functions

Regular Meetings of the Board:

• Collaborate with Board President and General Manager (GM) to develop monthly meeting agenda
• Attend all monthly board meetings
• Attend general membership meetings (approximately 1x/yr)
• Produce detailed, accurate meeting minutes in a format and on a timeline set by the board
• Prepare and distribute monthly meeting packets according to standards and the timeline determined by the board’s calendar.

Meeting Logistics:

• Ensures all facilities reservations for full-board functions are made in a timely manner
• Assists with meeting set up including: room set up, ensuring relevant equipment is functioning properly, troubleshooting last minute issues.
• Assist with remote meeting set-up as needed (for full board or committees).

Interfacing with Co-op Operations Staff:

• Serve as liaison between the board and Marketing & Outreach staff regarding board contributions to elections and the annual report, as necessary.
• Help facilitate director sign-up for training and other conferences, as needed.
• Work with operations to facilitate new director onboarding and system access, such as: updates to board email list, shared drive access, in-store Board information, and mailboxes.

Administrative Responsibilities:

• Maintain tools for board communication to owners (i.e. bulletin board, mailboxes, website, etc.) and facilitate owner access to public portions of board records.
• Publicize board meetings times and agendas in the store.
• Maintain digital governance documents according to a standard determined by the board.
• Maintain binder of board minutes, available to owners upon request.
• Develop a sound working knowledge of the Co-op's policy structures, including Bylaws, Corporate Policies, and Policy Governance policies.
• Assist Policy Committee with policy monitoring logistics, as needed, including regular consultation with Board Secretary.
• Maintain and manage Board Documents in conjunction with the Board Secretary, including but not limited to:
• Digital board files and archived documents
• Task list, annual board calendar and related documents as requested
• Update and manage governance policies and Board resolutions
• Policy monitoring outcomes & annual calendar follow-through
• Board Policy Manual, Playbook, and committee documents as requested
• Assist Owner Engagement Committee with board candidate recruitment, annual elections, annual meeting planning, and other Owner/customer linkage activities, as necessary, in collaboration with Operations.
• Assist with board member transition and orientation/training, as requested.

Additional Responsibilities and Functions

• When needed, support teleconference option for meeting attendance (e.g., Zoom, Google Meet, Teams).
• Performs other administrative duties as assigned by GM and Board President
• Meets regularly with supervisor (Board President) and keeps them informed of concerns, roadblocks, and ideas related to job duties.
• Become familiar with and be able to explain Co-op Membership simply, efficiently, and completely.
• Understands and aligns work performance with Co-op Ends and Co-operative Principles and Values.
• Knows and follows Co-op work policies and procedures

This job description is a representative, but not exhaustive list of job functions that an employee may be required to perform. It is not intended as an employee contract, nor is it intended to describe all duties someone in this position may perform. The employer reserves the right to revise this job description at any time and require employees to perform other tasks as circumstances of its business or work environment change, regardless of job title or routine job functions.

Requirements

Required Qualifications & Essential Skills

• High school diploma or equivalency credential (GED or HiSET)
• 2-3 years of experience in administrative or clerical roles
• Strong computer skills, including familiarity with cloud-based shared workspaces such as Google Suite, Microsoft 365, etc.
• Experience with record-keeping, minute-taking, and process documentation.
• Ability to work closely and cooperatively with others.
• Ability to work with little supervision, communicate effectively and work under deadlines
• Demonstrated ability to effectively multi-task, including organizational, prioritization, and time management skills
• Excellent written communication skills
• Ability to maintain confidentiality
• Able to work at least one evening per month (monthly Board meeting on second Wednesday of each month), and occasional weekend hours (Board of Directors retreats, approximately 2x/year)

Preferred Qualifications & Skills

• Familiarity with Policy Governance
• Demonstrated commitment to the Cooperative Principles

Physical Qualifications and Work Environment

Physical Requirements:

• Ability to use a computer (laptop or desktop) for several hours at a time.
• Ability to lift and carry between 10 and 20 pounds occasionally.
• Ability to write or type multiple types of documents, and complete checklists in written or digital format.

Working Conditions:

• Utilizes general office hardware such as laptop/desktop computer, printer/scanner, video-conferencing tools.
• Utilizes multiple systems of communication and data storage, including, but not limited to: Google Suite (Gmail, Docs, Sheets, Slides, Calendar, Chat), Adobe Acrobat (or similar), Microsoft Suite (Excel, Word, Powerpoint), email, text, phone.
• Attends meetings in-person, most frequently consisting of 8-15 people; occasionally attending meetings of larger groups.
• Noise level is usually low.
• Work is partially at-home/remote and partially in-person.