ADMINISTRATIVE ASSISTANT ll

Description

Type: Regular, Full Time

Status: Non-Exempt

Location: Fresno, California

Schedule: Monday – Friday; 8:30am – 5:00pm (with the possibility of evenings or weekends depending on special events)

Salary Range: $21.00 (Entry Level) - $29.40 (Depending on experience)

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

Employee Background Verification:

Five-year annual DOJ Verification Authorization requirement. This policy establishes the requirement for 5-year background checks for employees to ensure compliance with specific grants and its associated regulations.

Reports to: Chief Operations Officer

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Position Summary:

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.

Essential Duties and Job Responsibilities include the following:

· 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