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Office Administrator           

Part time Position. Hours: 18 hours/week (additional hours, as needed)

10:30am – 4:30pm, Tues, Weds, Thurs (Evening work is expected for one event/month)

This is a non-exempt position

The Nevada County Cannabis Alliance is seeking a rockstar to add to our team. We are a small group of passionate staff who work in a high paced environment. We are supported by dedicated Board of Directors, volunteers and a large membership base. The ability to keep up is a must as we work together to make history in Nevada County. This is a support position that requires the ability to manage multiple projects and simultaneous responsibilities.

To Apply:

Qualifications

  • Minimum of 3 years with administrative support/event planning/project management or marketing experience.
  • The ideal candidate must have the ability to execute a wide range of responsibilities to assist with the day to day flow of the Alliance.
  • It is crucial that the Office Administrator have high attention to detail, the ability to work independently, impeccable organization skills, as well as strong interpersonal skills.
  • You must be a self starter with a collaborative demeanor.
  • Proficiency with social media (Facebook and Instagram)
  • Excellent writing skills, please submit writing samples
  • Experience with Google Docs a must
  • Experience with WordPress and Client Relations Management and Newsletter Management software preferred
  • Experience with Adobe Illustrator and Photoshop strongly preferred.
  • High School degree required, BA strongly preferred. 

Roles & Responsibilities

Office Administration

  • Check phone messages daily and disseminate messages
  • Update and maintain the master calendar
  • Prepare agenda for Staff Meetings and take minutes at meetings. Email meeting notes to all staff members following meeting.
  • Open all mail; sort  and distribute. Responsible for mailing all correspondences and bills.
  • Ensure office is stocked with supplies; purchase supplies when needed
  • Maintain office tools, such as printer
  • Take proactive approach in establishing best operational functioning of the office – create operational (administrative) SOPs, as needed.
  • Gain knowledge of our CRM system, Nationbuilder (NB); specifically how to add members, search for members and create emails from the database.
  • Respond to all communications that comes through general inquiry emails.
  • Review agendas for BOS, Nevada City & Grass Valley, Truckee City Council meetings as well as the Planning Commission meetings and email the agenda to appropriate staff & Board Members
  • Responsible for welcoming guests and new members into the office.
  • Support the Executive Director in special projects and research, as needed
  • Other duties as assigned.

Communications Functions

  • Coordinate bi-monthly newsletter sent from Alliance to email list:
  1. Solicit information for newsletter from all staff and board members
  2. Gather pertinent information about internal and community events, statewide updates and industry-related information.
  3. Coordinate with Communication Director on content creation.
  • Social Media Assisting:
    • Keep track of social media mentions and campaigns
    • Gather and Post relevant content to Facebook and Instagram
    • Create events on social media and keep track of invites, mentions, shares, etc
  • Update website calendar with internal and relevant community events
  • Help in the production of flyers and hard media to market Alliance events
  • Coordinate with graphic designer volunteers in the production of Alliance material
  • Write urgent email blasts and text messages, as needed
  • Keep track and aggregate local and state cannabis-related news and articles
  • Provide research, as needed
  • Send thank you letters and follow-up letters to members and important relationships
  • Other Communications duties as assigned

Event/Workshop Coordinating

  • Organize all logistical needs for up to 2 events per month (venue selection, set-up/break-down, a/v needs catering & bevs, materials needed, coordinate filming/audio of event)
  • Publicize events on facebook (both in posts and creating event listings)
  • Maintain master event management timeline
  • Ensure all event bills are paid on-time
  • Update master event summary including post event cost evaluations.
  • Ensure Alliance marketing materials are available at the event
  • Handle all logistics with speakers, site and physical needs for event (A/V needs)
  • Advertising prior to event via FB, newsletter, website, fliers
  • Oversee check-in and breakdown process for events/workshops
  • Organize all materials from events in office for member and staff access
  • Other duties, as assigned

Volunteer Coordination

  • Works in collaboration with Community Outreach Coordinator to identify volunteer needs for up to one volunteer events per month.
  • Match volunteers with opportunities
  • Identify skills for new and existing members
  • Communicate messaging to determine the nature of volunteer skills and harness them to serve upcoming needs of the Alliance.
  • Create and maintain list denoting area of skill and level of willingness to volunteer as well as hours possible to volunteer or in an as needed or event/meeting based etc.
  • Maintain information in NationBuilder related to: volunteer skills and availability.
  • Create volunteer trainings on how to advocate; how to attend meetings when requested, how to draft op-ed pieces, etc, as needed.
  • Manage special events volunteering.
  • Other duties as assigned

Membership and Sponsorship Coordination

  • Direct outreach to secure potential business sponsors and individual membership
    • May involve making phone calls or visiting business.
    • May involve hosting weekly membership meetings.
    • May involve soliciting silent auction items.
  • Act as a representative of the Alliance at community and Alliance events, providing education on the Alliance.
  • Think creatively to create and implement membership drive ideas.
  • Other duties as assigned.