ADMINISTRATIVE ASSISTANT ll

Administrative Assistant II 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 with a high level of autonomy, judgment, and discretion, supporting executive-level functions and contributing to organizational efficiency and effectiveness. Requirements Required Education and Experience: Associate's degree or two years clerical or administrative assistant experience required (practical experience MAY be considered in lieu of degree). Required Certificates, Licenses, Registrations and Tests: 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. Required Knowledge, Skills, and Abilities: 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. Power Point a plus but not required. Experience with database systems/software is preferred. 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 remain calm and supportive in psychological emergencies and/or crises when provided with appropriate supervision and direction. Ability to receive and utilize constructive feedback regarding performance, presentation and relationships with others. 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 accommodation may be made to enable individuals with disabilities to perform the essential functions. Ability to adjust focus (ability to adjust eye to bring an object into sharp focus.). Close Vision (clear vision at 20 inches or less). Oral Expression and Comprehension frequent. Speech clarity frequent. Hearing ability to hear instructions - frequent. Critical thinking frequent. Lift up to 35 pounds occasional to frequent. Push/pull occasional to frequent. Reach with hands and arms frequent. Sit frequent. Stand occasional to frequent. Stoop, kneel, crouch, or crawl occasional to infrequent. Repetitive use of hands frequent. Fine Dexterity Both frequent. Walk moderate. Grasping: simple/light - frequent. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Indoors, environmentally controlled. Normal office noise level. NOTE: The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements, which may change from time to time based on business needs. When appropriate, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job, so long as those accommodations do not create an undue hardship for the company. 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. The above job description and duties is meant to describe the general nature and level of work performed; it is not intended to as an exhaustive list of all duties and responsibilities. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with federal and state laws