Executive Assistant - LBEA, Long Beach

The mission of the Ronald McDonald House Charities® of Southern California (RMHCSC) is to provide comfort, care and support to children and families in Southern California. Our vision is to create a community where children and their families embrace life and healing with a sense of hope, enthusiasm and joy. RMHCSC operates seven Ronald McDonald Houses, and three Ronald McDonald Family Rooms, along with Camp Ronald McDonald for Good Times.

RMHCSC offers a comprehensive package of benefits, including health, dental, and vision insurance, an Employee Assistance Program, a 401(k)-retirement plan with employer contributions, and generous paid time off.

Position Summary
The Executive Assistant serves as the primary administrative partner to the Long Beach Ronald McDonald House Executive Director while providing essential support to the Development Team and the Board of Trustees. This position coordinates donor administration, board governance, fundraising event support, and financial and administrative processes. The successful candidate is highly organized, detail-oriented, proactive, and able to anticipate needs while managing multiple priorities with professionalism and confidentiality. As the organization grows, this position offers opportunities for professional development and expanded responsibilities in fundraising, event management, and nonprofit leadership.

What Success Looks Like
Success in this role means creating systems that keep the Long Beach Ronald McDonald House operating efficiently behind the scenes. The Executive Assistant is a trusted partner to the Executive Director, ensuring donor administration, board governance, financial processes, and fundraising events are organized, accurate, and executed with excellence.

Responsibilities

Essential Duties and Responsibilities

Development Administration

• Work collaboratively with Cause & Solutions to process charitable donations accurately and in a timely manner.
• Work with Cause & Solutions to maintain the integrity of donor records, coding, constituent information, and documentation within Raiser's Edge NXT.
• Generate donor acknowledgement letters and coordinate mailings.
• Prepare donor reports, mailing lists, and queries using Raiser's Edge NXT and/or working with Cause & Solutions.
• Maintain Constant Contact distribution lists for newsletters.
• Track the annual stewardship calendar and assist with execution.
• Assist with donor research and portfolios for Executive Director and Director of Development.
• Assist front desk personnel on an as-needed basis.

Executive Director and Board Administration

• Serve as the Executive Director's primary administrative partner.
• Coordinate Board and committee meetings, calendars, Zoom meetings, agendas, and board packets.
• Record, prepare, and distribute meeting minutes as requested.
• Maintain board rosters, governance documents, policies, and records.
• Coordinate new trustee onboarding materials.
• Prepare Executive Director reports and board correspondence.

Event Support

• Manage registration platforms for Walk for Kids, A Few Good Men and Women Gala, and other events.
• Process registrations, payments, invoices, sponsorships, and RSVPs.
• Support registration and logistics before, during, and after events. Financial and Administrative Support
• Reconcile staff credit card statements.
• Work with Finance to reconcile monthly revenues and expenses.
• Prepare deposits and make bank deposits as needed.
• Maintain petty cash.
• Prepare check requests.
• Order office supplies and assist with administrative projects.

Qualifications and Experience

• High school diploma or equivalent.
• Three to five years of progressively responsible administrative experience.
• Demonstrated experience using Raiser’s Edge NXT is required.
• Experience processing charitable donations and maintaining accurate donor records.
• Experience supporting executive leadership and/or boards.
• Nonprofit experience is preferred.
• Experience coordinating fundraising events and reconciling financial records is preferred.
• Experience using Constant Contact is preferred.

Knowledge, Skills, and Abilities

• Excellent organizational, written, and verbal communication, and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities, meet deadlines, and anticipate organizational needs.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Proficiency with Microsoft Office Suite, including Outlook and Excel, as well as Zoom and Adobe Acrobat.
• Ability to work collaboratively and provide responsive, service-oriented support.
• Demonstrated commitment to continuous learning and professional growth.
• Passion for supporting RMHCSC’s mission of serving children and families.

Supervisory Responsibilities:
None

Certificates, Licenses, Registrations:
Must possess and maintain a valid California driver’s license.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel; talk or hear. The employee is frequently required to sit. The employee must frequently lift and/or move up to 25 pounds.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

Equal Opportunity Employer

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