Administrative Assistant to the Board of Directors

Greater Houston Retailers Cooperative Association, Inc.
12790 South Kirkwood Rd, Stafford TX 77477

Administrative Assistant to the Board of Directors

General Summary:

Reports to the President (the Board of Directors)

The Administrative Assistant to the Board of Directors plays a vital role in supporting the GHRA Board’s operations and communication. This position ensures that the Board functions efficiently, complies with cooperative governance best practices, and is well-coordinated with GHRA’s executive leadership. The ideal candidate is organized, discreet, and committed to the mission and values of the cooperative.

Primary Responsibility:

• Meeting Coordination: Schedule and organize board meetings, annual general meetings, and committee meetings, ensuring alignment with GHRA’s calendar and bylaws.
• Documentation & Record Keeping: Prepare agendas, compile board packets, take detailed meeting minutes, and maintain accurate records of board actions and decisions.
• Communication & Liaison: Serve as the central point of contact between board members, the executive team, and key stakeholders, ensuring timely and professional communication.
• Follow-up on action items, project deadlines and provide status update as directed by the committee.
• Governance Support: Track board member terms, committee assignments, attendance, and compliance with GHRA’s cooperative governance policies.
• Board Onboarding & Orientation: Support the onboarding of new board members by providing orientation materials, cooperative history, and training resources.
• Confidentiality & Integrity: Handle all sensitive board matters with the highest level of confidentiality and professionalism.
• Support to BOD: Provide administrative support to the Board as needed, including scheduling, document preparation, and special projects.
• Performs other duties as assigned or requested

Experience and Skills:

• 3+ years of experience in an administrative or executive support role, ideally supporting boards or senior leadership in a nonprofit or cooperative environment
• Familiarity with cooperative governance principles or nonprofit board structures
• Strong proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms (Zoom, Teams)
• Excellent written and verbal communication skills
• Highly organized with attention to detail and the ability to manage multiple priorities
• Commitment to the values of GHRA, including service to members, community impact, and ethical standards
• Fluent in English
• Fluent in Urdu/Hindi preferred.

Educational Requirements:

• Bachelor degree in Business administration is preferred.
• High School Diploma or equivalent

Physical Requirements:

• May be standing or sitting for extend period of times
• Extended period of time working in front of computer monitor
• Some days of prolonged walking
• Require occasional evening or weekend availability to support board meetings and events.
• Minimal travel may be required for off-site meetings or retreats.

Starting Date: Immediate

The above statements reflect the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. Responsibilities are subject to change.