Description:
Type: Regular, Full-Time Benefit Eligible
Status: Non-Exempt
Location: Fresno, California
Schedule: Monday through Friday with the ability to work evenings and weekends (must be available to attend Board meetings, times vary)
Salary Range: $23.00 – 32.20 (Entry level $23.00)
Salary ranges listed above represent good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will depend on several factors including but not limited to, the candidate’s experience and qualifications.
Benefits: Medical at $60.00 a month for employees, dependent coverage available at pro-rated additional cost (Kaiser, Anthem Blue Cross and Community Health Care 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
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Position Summary:
The Executive 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 agency policies. Acting as a host and liaison, the Executive Assistant maintains organized, professional, and welcoming office environments for leadership and board events. This position will uphold a culture of integrity, empowerment, dedication, and collaboration in alignment with MMC’s mission and strategic objectives.
Essential Duties and Job Responsibilities include the following:
- Provide proactive administrative support to the CEO, executive team, and Board of Directors, including answering phones, directing calls, taking messages, and managing correspondence.
- Coordinate and schedule meetings, manage calendars, and ensure timely preparation and distribution of agendas, materials, and meeting rooms for all key meetings and events.
- 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 agency, ensuring compliance with agency bylaws and legal requirements, perform regular data entry. This includes but is not limited to the MMC Board portal.
- 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.
- Host and handle all coordination logistics for all leadership meetings and events, including greeting guests, preparing necessary materials, and ensuring facilities are presentable and stocked.
- 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.
- 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.
- Crosstrain to provide backup support to the front receptionist desk and crisis response team, when needed.
- 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.
- Attend department and agency-wide meetings as required.
- Perform additional clerical or front desk duties as assigned.
Requirements:
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.
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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
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Ability to adjust focus – (ability to adjust eye to bring an object into sharp focus.).
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Close Vision – (clear vision at 20 inches or less).
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Oral Expression and Comprehension – frequent.
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Speech clarity – frequent.
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Hearing – ability to hear instructions - frequent.
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Critical thinking – frequent.
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Lift up to 35 pounds – occasional to frequent.
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Push/pull – occasional to frequent.
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Reach with hands and arms – frequent.
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Sit – frequent.
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Stand – occasional to frequent.
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Stoop, kneel, crouch, or crawl – occasional to infrequent.
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Repetitive use of hands – frequent.
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Fine Dexterity – Both – frequent.
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Walk – moderate.
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Grasping: simple/light - frequent.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Indoors, environmentally controlled.
- Normal office noise level.
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.
The above job description and duties is meant to describe the general nature and level of work performed; it is not intended to as an exhaustive list of all duties and responsibilities. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with federal and state laws.
