Administrative Assistant - IEAAFT , Inland Empire

Position Summary:
Our mission at the Ronald McDonald House Charities® of Southern California (RMHCSC) is to provide comfort, care and support to children and families in Southern California. To achieve our vision of creating a community where children and their families embrace life and healing with a sense of hope, enthusiasm and joy, RMHCSC operates six Ronald McDonald Houses and two Ronald McDonald Family Rooms, along with Camp Ronald McDonald for Good Times.

Ronald McDonald House Charities® Inland Empire (IERMHC) creates a welcoming environment where families can remain close to their hospitalized children and focus on healing with hope, dignity, and compassion.

The Administrative Assistant to the Executive Director (ED) is responsible for providing comprehensive administrative support to the ED and leadership staff. This position supports general office operations for the ED, maintains confidentiality, coordinates executive scheduling and calendar management, assists with board administration, and performs administrative functions consistent with IERMHC policies, procedures, and standards.

Responsibilities

Essential Duties and Responsibilities:
The duties listed below are representative of the responsibilities required for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

ED & Leadership Support

• Provide administrative and general office support to the ED and senior leadership staff in alignment with RMHCSC standards and expectations.
• Provide direct administrative support to the ED, including complex calendar management, scheduling internal and external meetings, coordinating logistics, preparing agendas, tracking and submitting check requests and expense reports, and ensuring the ED is well-prepared for meetings and engagements.
• Serve as the primary point of contact for scheduling requests involving the ED, prioritizing meetings and managing time effectively.
• Assist senior leadership staff as directed by the ED, including coordination of meetings, preparation of materials, and follow-up on action items.
• Draft, format, and proofread correspondence, reports, presentations, and internal documents on behalf of the ED and leadership team.
• Maintain confidentiality and exercise of sound judgment when handling sensitive organizational, personnel, and board-related information.

Board of Trustees & Governance Support

• Support all administrative functions related to the ED’s work with the IERMH Board of Trustees, including scheduling board and committee meetings, coordinating logistics, and preparing and distributing meeting materials.
• Maintain accurate and up-to-date board rosters, profiles, contact lists, and governance records.
• Prepare board packets, retreat materials, year-end reports, and committee documentation as needed.
• Record, transcribe, and distribute meeting minutes in a timely manner.
• Assist the ED with tracking board engagement, attendance, and governance-related deliverables, including support related to the Board Give or Get policy in collaboration with Development staff.

Office & Administrative Operations

• Provide general administrative and office support for the ED and leadership staff, including answering phones, managing correspondence, distributing incoming mail, and preparing outgoing mail.
• Organize and maintain electronic and physical filing systems, ensuring records are accurate, accessible, and compliant with organizational standards.
• Monitor and maintain inventory of office supplies, business forms, postage, and administrative resources.
• Update organizational charts, emergency phone trees, and internal directories as needed.
• Track staff birthdays and employment anniversaries; coordinate cards and acknowledgments in collaboration with managers.
• Be an active participant in the RMHCSC Administrative Cohort.

Development & External Relations Support

• Provide administrative assistance to the ED with grant submissions, donor correspondence, reports, and filing.
• Assist with managing and tracking development and external relations action items within the ED’s portfolio, including assigning follow-up tasks and coordinating scheduling through Raiser's Edge and executive calendar systems.
• Assist with coordination and scheduling of speaking engagements, Speakers Bureau requests, and external presentations involving the ED.
• Respond to general inquiries from donors, partners, and community members, routing requests to appropriate staff as needed.
• Obtain estimates and coordinate logistics for printing, mailings, and administrative support related to development and external communications.
• Provide administrative support for signature events as needed.

Other duties and responsibilities as assigned.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Work Experience:

• High school diploma or GED required; bachelor’s degree preferred. Relevant experience may substitute for formal education.
• Minimum of one year of administrative or executive support experience preferred.

Knowledge and Skills:

• Demonstrated experience supporting senior leadership and managing executive calendars. Exceptional attention to detail and follow-through.
• Strong organizational, time management, and multitasking skills.
• Ability to establish and maintain effective working relationships with board members, leadership staff, employees, volunteers, and the public.
• Ability to work independently, exercise discretion, and manage competing priorities in a fast-paced environment.

Supervisory Responsibilities: None

Language Skills:

• Ability to read, write, and interpret general business correspondence, reports, and procedure manuals.
• Strong verbal and written communication skills.
• Bilingual English/Spanish a plus.

Computer Skills:

• Preferred experience using modern office productivity tools, including but not limited to Microsoft Office 365, Microsoft Teams, Canva, and comparable platforms.
• Comfort working with databases and administrative systems; experience with nonprofit environments preferred.

Mathematical Skills:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations: Valid California Driver’s License and clean driving record required to operate company vehicles, as needed.

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.

• Regularly required to stand, walk, reach, talk, and hear.
• May occasionally lift and move items 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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