Board Relations Administrator

Position Summary

This position is responsible for creating, retrieving and maintaining official corporate records and providing executive level support for the Board of Directors and the General Counsel in support of the Cooperative’s strategic initiatives.

Essential Duties & Responsibilities

•    Manage and receive all board communications and director requests for information including preparing and documenting responses
•    Manage the Board of Directors’ calendars
•    Update contact and subscription information for Board of Directors with industry related organizations
•    Schedule and communicate conferences, forums, annual meetings, educational opportunities to Board of Directors including travel
•    Prepare memos, letters, reports and e-mail notes on behalf of the Board of Directors
•    Assemble, print and distribute Board of Directors’ agendas, board packages and supporting materials
•    Coordinate board meeting materials with various business units ensuring timeliness and accuracy of content
•    Utilize board meeting software to analyze and consolidate board agenda material
•    Manage board meeting software updates in coordination with vendor, access privileges, provide in house training, prepare templates and coordinate with system users
•    Ensure agendas and Board of Directors meetings are posted on the Cooperative’s website and in Cooperative offices in compliance with the Open Meetings Policy
•    Draft and prepare final minutes for review and approval by the General Counsel and the Board of Directors for all Board and Annual Meetings
•    Create board meeting package for the Board of Directors and the public
•    Ensure meeting room set up and refreshments for Board of Directors meetings
•    Attend Board of Directors’ and Annual Meetings
•    Record audio and CD file copies of all Special, Committee and Executive Meetings of the Board of Directors
•    Maintain list of Board of Directors action items by calendar year
•    Collect and maintain signed corporate documents such as meeting minutes, Director Affirmations, and Conflict of Interest Forms
•    Track and ensure compliance of Board of Directors with board policies and procedures
•    Collect, reconcile and code invoices for Board of Directors travel expense vouchers.
•    Assist with the Board of Directors election and Annual Meeting
•    Implement and administer the Election Policy and Procedures
•    Maintain the corporate books and records of the Cooperative including creating records retention schedules
•    Serve as backup for administrative duties with ethics and compliance and open records functions.
•    Serve as a notary public
•    Maintain the security of confidential information
•    Stay abreast of advances in technology 
•    Demonstrate regular and prompt attendance
•    Performs other related duties as necessary or assigned

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Supervisory and/or Leadership Responsibilities

None

Knowledge, Skills & Abilities

• Knowledge of using computer systems, which may include setting up and using hardware and software programs, entering data or processing information
• Knowledge of principles and processes for providing customer service
• Knowledge of preparing written correspondence and documentation
• Skilled in time management
• Skilled in managing changing priorities
• Ability to prepare written correspondence
• Ability to anticipate, identify, analyze and resolve conflict and problems
• Ability to communicate effectively verbally and in writing
• Ability to listen and understand information verbally and in writing
• Ability to remain flexibleAbility to work in a fast paced working environment

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Minimum Qualifications - (Education, Experience)

• High School Diploma or equivalent
• Three years of experience in a executive level capacity OR
• Eight years of experience in an administrative capacity
• Bachelor’s Degree preferred

Physical Demands and Work Environment

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 qualified individuals with disabilities to perform the essential functions.

• The employee may be required to stand; reach with hands and arms, stoop and kneel
• The employee may be required to sit or stand for long periods of time
• The employee may be required to lift, carry, push, pull or move up to 25 pounds
• The employee may be required to travel
• Exempt employees receive a fixed bi-weekly salary to compensate them for all hours worked during each pay period
• This position may be required to work more than 40 hours per week

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the Cooperative.