Executive Assistant

Marjaree Mason Center, Inc. • Fresno, CA

1d • Onsite

About The Position

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.

Requirements

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

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
• Number of Employees: 11-50 employees