Executive Assistant - LBEA

Division: Long Beach Ronald McDonald House

Reports To: Executive Director

FLSA Status: Full-Time, Non-Exempt

Location & Schedule: 100% in-office, 40 hrs per week; occasional evenings & weekends

Pay Range: $28.00 - $33.00/hr, depending on experience

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

• Excel…