Type: Regular, Full-Time Benefit Eligible

Status: Non-Exempt

Location: Fresno, California

Salary Range: $23.00 – $32.20

Benefits: Medical at $50.00 a month for employee, dependent coverage available at pro-rated additional cost (Kaiser & Anthem Blue Cross options), 100% employer paid dental & vision, 11 paid holidays, PTO accrual up to 11 paid days annually, California Paid Sick leave, additional sick leave accrual and 403b with company match

Reports to: Chief Executive Officer

Position Summary:

The Executive Administrative Assistant provides essential administrative support to the CEO, Board of Directors, and senior leadership team, managing calendars, coordinating meetings, and preparing board materials. This role ensures accurate record-keeping, expense processing, and compliance with organization policies. Acting as a host and liaison, the Executive Administrative Assistant maintains organized, professional, and welcoming office environments for leadership and board events.

Responsibilities:

· Provide proactive administrative support to the CEO, executive team, and Board of Directors, including answering phones, directing calls, taking messages, and managing correspondence.

· Host and handle all logistics for all leadership team meetings and events. Coordinate and schedule meetings, manage calendars, prepare and distribute agendas and materials, arrange and ensure meeting rooms are presentable and stocked. Greet guests and provide necessary support for meetings.

· Handle all post meeting follow up, including task communication, filing or destroying of documents, and room tear down and clean up.

· Prepare and submit expense reports, check requisitions, and related receipts through financial software/systems.

· Compose, edit, and distribute reports, memorandums, emails, meeting minutes, and Board communications.

· Maintain organized, accurate and confidential electronic and physical files for the CEO, Board of Directors, and organization, ensuring compliance with organization bylaws and legal requirements, perform regular data entry. This includes but is not limited to the MMC Board portal.

· Manage all special projects for the CEO and Board of Directors.

· Communicates regularly and provides written updates on all projects and tasks.

· Manage travel arrangements and handle administrative errands such as mailings, deliveries, and purchasing.

· Assist CEO and Board will all donor stewardship activities including but not limited to assisting with donor thank you notes and recording all CEO activity in donor CRM.

· Order and manage office and meeting supplies to support the CEO, Board, and administrative operations.

· Develop and administer tools (e.g., Jotforms, Doodle polls) to coordinate schedules and collect meeting availability.

· Assist with calling and coordinating agency vendors, when necessary.

· Works collaboratively with colleagues throughout the organization in order to model and support effective cross-departmental partnerships, trauma-informed practices, resiliency-building, and commitment to diversity and inclusion.

· Adheres to all organizations' and programs' policies and procedures.

· Cross-train to provide back up support to the front receptionist desk and crisis response team, when needed.

· Perform additional clerical or front desk duties as assigned.

Required Education and Experience:

· Associate’s degree or two years clerical or administrative assistant experience required.

Required Certificates, Licenses, Registrations and Tests:

· Possession of a valid California driver's license and proof of liability insurance on personal auto.

· Must be insurable at all times at standard rate by MMC insurance carrier.

· Must successfully pass a drug, background and Tuberculosis test.

Required Knowledge, Skills, and Abilities:

· Commitment to the mission and vision of MMC with a deep interest in helping others.

· Demonstrated ability to work with sensitivity and without discrimination towards peoples of diverse cultures, races/ethnicities, socio/economic positions, ages, religions, and genders, physical, mental challenges, disabilities, and sexual orientations.

· Knowledge of general office practices, procedures, and terminology. Demonstrated ability to use current business software applications.

· MS Office, specifically Outlook, Word, and Excel are required. Power Point a plus but not required. Experience with database systems/software is preferred.

· Must be flexible, adaptable, a creative thinker and problem solver who is also open to the insight of others.

· Work well in a team-oriented environment and collaboratively in cross-disciplinary teams and culturally diverse internal/external constituencies.

· Ability to prepare timely, proper, clear, and concise reports, summaries, presentations, correspondence, and other documentation.

· Excellent communication skills and ability to communicate effectively, clearly, and concisely both verbally and in writing in English.

· Ability to receive and utilize constructive feedback regarding performance, presentation and relationships with others.

· Uphold professionalism, confidentiality, and a welcoming environment within the administrative offices.

· Consistently demonstrate reliability, a positive attitude, and openness to feedback, while working collaboratively across all levels of the organization.

Physical Demands:

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 individuals with disabilities to perform the essential functions.

• Ability to adjust focus – (ability to adjust eye to bring an object into sharp focus.).
• Close Vision – (clear vision at 20 inches or less).
• Oral Expression and Comprehension – frequent.
• Speech clarity – frequent.
• Hearing – ability to hear instructions - frequent.
• Critical thinking – frequent.
• Lift up to 35 pounds – occasional to frequent.
• Push/pull – occasional to frequent.
• Reach with hands and arms – frequent.
• Sit – frequent.
• Stand – occasional to frequent.
• Stoop, kneel, crouch, or crawl – occasional to infrequent.
• Repetitive use of hands – frequent.
• Fine Dexterity – Both – frequent.
• Walk – moderate.
• Grasping: simple/light - frequent.

NOTE: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements, which may change from time to time based on business needs. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job, so long as those accommodations do not create an undue hardship for the company.

The Marjaree Mason Center, Inc. is an Equal Opportunity Employer. It is our policy to make all personnel decisions without discrimination on the basis of race, color, creed, religion, sex, physical disability, mental disability, age, marital status, sexual orientation, citizenship status, national or ethnic origin, and any other protected status.

The Marjaree Mason Center is 24/7 operation and all employees, at any point of time, may be asked to perform other work duties from those normally assigned such as working in our emergency services.