EXECUTIVE ASSISTANT Job at Marjaree Mason Center in Fresno

Description:

EXECUTIVE ADMINISTRATIVE ASSISTANT

Fresno, CA

Description

Type: Regular, Full-Time Benefit Eligible

Status: Non-Exempt

Days/Hours: M-F/8:30 am – 5:00 pm

(must be available to attend Board meetings, times vary)

Location: Administrative Building, Fresno CA

Pay Rate Range: $23.00 – 32.20 (Entry level $23.00)

Benefits: Reasonable Medical plan options, Dental, Vision, Life & EAP Employer paid, 403(b) with Company match, 11 paid holidays per year and a generous PTO accrual!

Manager Title: Chief Executive Officer (CEO)

SUMMARY: This position reports directly to the CEO and works closely with the executive team and Board of Directors on a day to day basis, performing a broad range of clerical and administrative duties, primarily relating to supportive efforts between agency leadership and departments.

RESPONSIBILITIES:

The essential functions of this position include, but are not limited to, the following:

Administrative

· Answer phones, direct calls, take messages and communicate regularly with members of the executive team.

· Work closely with the CEO on all board communication, documentation using the MMC Board portal.

· Prepare and submit reimbursement reports and check requisitions.

· Submit receipts to accounts payable through Concur software.

· Run errands in order to perform administrative tasks for CEO and Board such as mailings, deliveries and purchasing of items.

· Conduct research and develop presentations as needed in partnership with the CEO.

· Prepare typed reports, agendas, memorandums, emails and meeting minutes.

· Consistently maintain professional and appropriate appearance and demeanor.

· Respond positively to direction and feedback on performance.

· Be able to work effectively and collaboratively with members of the executive team.

· Regular attendance and promptness are considered part of each employee’s essential job functions.

· Miscellaneous duties as assigned (including covering the front desk, as needed).

Calendaring

· Performs a broad range of clerical and minor administrative duties, exercise independent judgment within general procedures established by the CEO including but not limited to: organization, maintenance and submission of documentation and information.

· Schedule meetings and manage appointments for CEO and ensures all preparatory material is provided.

· Prepare and set the meeting room and all related materials and/or documents needed for Board of Directors, staff, donor, elected officials, etc.

· Create jotforms and doodlepolls to gauge availability for proposed meeting dates/times.

Recording

· Maintains confidentiality of all agency matters and personnel matters.

· Takes and records minutes of all leadership team, Board meetings and Board committee meetings.

·

· Assist with inputting donor transaction and communication information in Virtuous software application, specifically notes and actions from CEO/Board members.

· Ensures that all Board documents are stored in a manner as compliant with the agency bylaws and as required by the California Attorney General.

Organizing

· Maintain files and manage documents for CEO and Board of Directors.

· Assist with travel arrangements including lodging and transportation.

· Maintain Agency files both hard copy and electronic

· Ensure that the MMC Boardroom and Administrative offices are in well-kept, organized and clean condition.

Hosting/Prepping

· Serves a host and coordinator of all leadership meetings, events and appointments with Board of Directors, internal executives, staff, vendors, donors and elected officials. This includes being the primary team member to greet the guest and ensure we are prepared for the visit or event.

· Regularly review inventory of supplies (food, beverage, paper products, etc) to ensure we are prepared for future visits.

Requirements:

Requirements

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential function and be willing to take on new roles as needed. The candidate must demonstrate a high level of attention to communication; is collaborative and takes initiative; displays a high degree of customer service skills and attention to detail. The requirements listed below are representative of the additional knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

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

SOFTWARE SKILLS:

MS Office, specifically Outlook, Word, and Excel are required. Power Point a plus but not required.

Experience with Kindful Client Relationship Management software is preferred.

COMMUNICATION SKILLS:

Communicate effectively verbally and in writing with executive team members, staff and external persons.

CERTIFICATES, LICENSES, REGISTRATIONS:

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 set by MMC insurance carrier.

TESTING AND BACKGROUND REQUIREMENTS:

Candidate must pass a background review as well as tuberculosis and drug tests to be eligible for employment at Marjaree Mason Center.

PHYSICAL DEMANDS:

Ability to adjust focus – (ability to adjust eye to bring an object into sharp focus.).

Close Vision – (clear vision at 20 inches or less)/

Lift up to 10 pounds – occasional to frequent

Lift up to 25 pounds – infrequent

Push/pull – occasional to frequent

Reach with hands and arms- frequent

Sit- Excessive

Stand – occasional to frequent

Stoop, kneel, crouch or crawl – occasional to infrequent

Talk or hear – frequent

Use hands to finger, handle or feel- frequent

Walk – frequent

Fine Dexterity – Both – frequent

Typical noise level – quiet

Repetitive use of hands – frequent

Hearing – ability to hear instructions - frequent

Grasping: simple/light: - frequent

OTHER SKILLS and ABILITIES:

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

Sensitivity to issues pertaining to domestic violence.

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.