Administrative Assistant – IEAA

Ronald McDonald House Southern California; Loma Linda (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Ronald McDonald House Southern California is seeking an Administrative Assistant to the Executive Director to provide comprehensive executive support. You will manage complex calendars, coordinate meetings, organize materials, and help maintain confidential board and governance records.

This role supports the ED and leadership team across office operations, development-related tasks, and external relations, ensuring timely, accurate communications and efficient administrative workflow.

Qualifications

• High school diploma or GED required; bachelor’s degree preferred.
• Minimum of one year of administrative or executive support experience preferred.
• Demonstrated experience supporting senior leadership and managing executive calendars.
• Bilingual English/Spanish a plus.
• Proficient with modern office productivity tools; nonprofit environments preferred.

Responsibilities

• Provide administrative and general office support to the Executive Director and senior leadership staff.
• Coordinate complex calendar management, scheduling meetings, and preparing agendas and materials.
• Serve as primary contact for scheduling requests involving the Executive Director and manage time effectively.
• Draft, format, and proofread correspondence, reports, and internal documents for the ED and leadership team.
• Maintain confidentiality and exercise sound judgment with sensitive information.

Skills

Calendar management

Executive support

Communication

Organizational skills

Discretion

Multitasking

Education

Bachelor’s degree preferred

High school diploma or GED required

Tools

MS Office 365

Microsoft Teams

Canva

Job description

Division: Ronald McDonald House Inland Empire

Reports To: Executive Director

Hourly Rate: $22.00-$25.00 per hour

Prepared Date: October 2026

Position Summary

Ronald McDonald House Southern California provides essential resources that remove barriers, strengthen families, and help them focus on what matters most: their child. Through seven Ronald McDonald Houses, three Ronald McDonald Family Rooms, and Camp Ronald McDonald for Good Times, we provide comfort, care, and support to families throughout their child’s medical journey. 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 RMHSC 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 RMHSC 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

• 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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