The National Cooperative Business Association CLUSA International (NCBA CLUSA) is the primary voice for people who use cooperative businesses to build a better world and a more inclusive economy in the United States and an international development organization. NCBA CLUSA provides cross-sector education, technical assistance, and advocacy that helps co-ops thrive. For over 100 years, NCBA CLUSA has sought to advance and protect cooperative enterprises, highlighting the impact that cooperatives have in bettering the lives of individuals and families. In the last 60 years, NCBA CLUSA has worked in over 85 countries in the areas of food security, agricultural development, strengthening of communities and farmer organizations, community-based health, natural resources management, and empowerment of smallholder farmers, women, and youth. We currently work in in Africa, Latin America, and Asia.
NCBA CLUSA is currently seeking a qualified candidate for the position of Executive Administrator to the president and CEO.
SCOPE AND PURPOSE:
The Executive Administrator to the President and CEO is responsible for the day-to-day management and backstopping of the Executive Office of National Cooperative Business Association CLUSA International (NCBA CLUSA). The Executive Administrator reports to the President and CEO of NCBA CLUSA and assumes a high level of administrative and project management duties for the CEO and in the CEO’s absence. The Executive Administrator has sole management responsibility for tracking key priorities of the President and Board, including working with Senior staff to create and maintain the corporate dashboard, which maintains up-to-date information on key areas such as Development, Communications, Advocacy, Thought Leadership, Membership, Financial Resources, Staff statistics and Operations; and facilitates communications, exchange of information between senior staff, the NCBA CLUSA and Cooperative Development Foundation (CDF) Boards of Directors and staff.
In addition, the Executive Administrator is responsible for the coordination of various board-related functions for the NCBA CLUSA and CDF Boards of Directors including board governance oversight, recording all board minutes, maintenance of the corporate documents, board policies and governance committees and logistics. The Executive Administrator has full charge of logistics and coordination for board meetings, receptions and events.
ESSENTIAL AREAS OF RESPONSIBILITY:
- Assists the President and CEO in tracking the association’s performance, specifically by tracking and analyzing the successful completion of short- and long-term goals of the association and President’s office, by managing and maintaining the corporate dashboard. Also, manages and tracks the President and CEO’s departmental budget to ensure that expenses and costs are accurately accounted.
- Oversees and coordinates NCBA CLUSA and dotCoop Board Governance responsibilities. Through direction of the President and CEO or other member representatives, reviews, updates and maintains the Board Policy Manual, Board By-laws, Board meeting manuals, Board Orientation Books, Board Member Listings, etc. Serves as the Corporate Secretary for the Boards of Directors for both NCBA CLUSA and CDF.
- Works with Membership Manger to manage the NCBA CLUSA Board Nominating and Credentials Committee and online voting system. Ensures the committee members have all the necessary information and resources to fulfill the NCBA CLUSA annual BOD nominations, credentialing and election processes. Manages the annual Board of Directors’ credentials/election process. Oversees internet voting site for membership. Fields member calls and inquiries regarding the on-going voting process.
- Works closely and effectively with both the Executive and Senior Leadership Teams to keep the President and CEO informed of upcoming commitments and responsibilities, following up as appropriate. Prioritizes conflicting tasks and needs; handles matters expeditiously, proactively, and follows through effectively to successful completion, often with deadline pressures.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President and CEO, including those of a sensitive or confidential nature. Determines the appropriate course of action, referral, or response.
- Keeps the President and CEO apprised of important developments, changes or issues that affect the organization and interacts effectively in professional and positive manner with senior staff and stakeholders to ensure that critical strategic priorities, assignments and tasks are completed in a timely manner.
- Responsible for drafting, writing and editing correspondence, reports, briefs spreadsheets, dashboards and other documents for the President and CEO’s review and signature to the Board of Directors, and other member representatives regarding meetings, elections, etc.
- Prepares materials, reports, spreadsheets, dashboards and presentations as necessary for meetings, events and conferences, including preparing agendas and recording minutes for all NCBA CLUSA and CDF Board meetings and other meetings attended by President and CEO.
- Plans, arranges, and coordinates the programs and logistics for meetings, receptions, and special events for the President and CEO and/or the NCBA CLUSA and CDF Boards of Directors (BOD).
- Performs full realm of administrative duties for the President and CEO and notifies and responds appropriately to urgent matters and issues requiring an immediate response.
- Drafts correspondence and staff communications for the President and CEO when requested. Reviews, proofreads and approves correspondence sent out under the President's signature.
- Manages the President and CEO schedule, including making all travel and lodging, meeting, luncheon arrangements and appointments. Prepares travel and expense vouchers for the President and CEO, including reconciliation documentation and justification for expenses. Maintains NCBA CLUSA corporate and financial accounts for the President.
- Performs other duties as assigned and requested by the President and CEO to ensure a smooth work flow within the Executive Office.
SKILLS AND EXPERIENCES:
- A Bachelor’s degree preferred with at least 5 years of senior level administrative or project management experience;
- Excellent communication skills, both verbal and written are essential with special emphasis on very strong writing skills.
- Advanced skill in Microsoft Office with very strong experience in Word and Excel. Strong ability with Microsoft Project, Microsoft Planner, or other project management software.
- Strong ability to manage and track departmental budgets to ensure that expenses and costs are accurately accounted.
- Excellent organizational skills, attention to detail, able to change priorities quickly.
- Ability to maintain composure under pressure and manage unforeseen situations.
- Ability to work independently and handle a high-volume, fast-paced environment.
- Ability to delegate projects and follow-up to conclusion. May include delegation to senior-level staff members.
- Exhibits excellent interpersonal skills and professional conduct. Ability to interact with staff, directors and members at all levels comfortably.
- Ability to handle sensitive and confidential information in a professional manner.
- Ability to take meeting notes accurately and translate the notes for review and approval quickly.
- Willing and able to travel and to work flexible hours as necessary.
- Ability to proactively provide updates to senior staff.
- Strong work ethic, positive attitude, and commitment to the values and mission of the organization.
To perform this job successfully the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CERTIFICATES, LICENSES, REGISTRATIONS:
Ability to solve practical problems and deal with a variety of variables in situations where complex tasks are necessary.
While performing the duties of this job, the employee is regularly required to sit, use hands to write or type, use arms to reach for items and turn head to speak and/or hear others. The employee will frequently walk, reach, stoop, push and pull up to 20 lbs. and lift up to 10 lbs. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
The noise level in the work environment is usually moderate and should remain low to moderate during normal business hours. The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job within an office setting. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of the position.
The Executive Administrator reports to President and CEO and works closely with the senior leadership team and Board of NCBA CLUSA, as well as with the Executive Director of CDF. S/he is expected to work in a positive, professional manner with all NCBA CLUSA/CLUSA staff, former staff, members, potential members, vendors and the general public.
To apply, click here. For the ease of completing your application, Google Chrome or Firefox are the recommended browsers. Only candidates selected for an interview will be contacted. No phone calls, please.
NCBA CLUSA is an equal opportunity/affirmative action employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, and legally protected characteristics for non-merit factors.
NCBA CLUSA is committed to providing reasonable accommodations to qualified individuals with disabilities in all facets of employment, including the employment application and selection process. If you have a disability that affects your ability to use our online system to apply for a position at NCBA CLUSA, please send an email to Misti French or call 202.638.6222.