ADMINISTRATIVE ASSISTANT ll

Marjaree Mason Center, Inc. • Fresno, CA

5d • $21 - $29 • Onsite

About The Position

The Administrative Assistant II provides direct support to the Chief Operating Officer (COO) and leadership team, ensuring efficient daily operations and smooth coordination across the agency. This role manages calendars, meetings, correspondence, reports, and financial submissions while maintaining accurate, confidential records. The Administrative Assistant II also supports event logistics, office supply needs, visitor reception, vendor coordination, and special projects, while offering backup coverage to reception and crisis response. Success in this role requires strong organization, attention to detail, professionalism, and collaboration rooted in trauma-informed practices and confidentiality. This position will uphold a culture of integrity, empowerment, dedication, and collaboration in alignment with MMC’s mission and strategic objectives.

Requirements

• Associate’s degree or two years clerical or administrative assistant experience required (practical experience MAY be considered in lieu of degree).
• 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.
• 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.
• 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 remain calm and supportive in psychological emergencies and/or crises when provided with appropriate supervision and direction.
• Ability to receive and utilize constructive feedback regarding performance, presentation and relationships with others.

Nice To Haves

• Power Point a plus but not required.
• Experience with database systems/software is preferred.

Responsibilities

• Provide proactive administrative support to the COO, Leadership team, and Board of Directors as needed, including answering phones, directing calls, taking messages, and managing correspondence.
• Coordinate and schedule meetings, manage COO calendar, 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.
• Track and follow up on key action items, initiatives, and priorities on behalf of the COO to support timely completion and accountability across departments.
• Assist in the preparation, coordination, and tracking of strategic projects, leadership initiatives, and organizational priorities.
• Maintain and track leadership meeting notes, action items, and decisions to ensure alignment and follow-through.
• Handle highly confidential and sensitive information with discretion, including personnel, legal, and organizational matters.
• Assist COO with preparation of sensitive communications or documentation as needed.
• Provide backup administrative support for other leadership team members as needed to ensure continuity of operations.
• Support onboarding/offboarding logistics for leadership staff, including coordination of access, materials, and scheduling.
• Compose, edit, and distribute reports, memorandums, emails, meeting minutes, and as needed, board communications.
• Maintain organized, accurate and confidential electronic and physical files for the COO and agency, ensuring compliance with agency bylaws and legal requirements, and perform regular data entry.
• Manage travel arrangements and handle administrative errands such as mailings, deliveries, and purchasing.
• Host and handle coordination logistics for 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 COO and leadership team.
• Ensure community areas in the administrative building are clean and orderly at all times.
• Scans all monetary donations and informs the development team and finance of receipt.
• This position operates with a high level of autonomy, judgment, and discretion, supporting executive-level functions and contributing to organizational efficiency and effectiveness.

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
• 403b with company match

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree