Administrative Assistant
Full-time, non-exempt, reporting to the Chief People and Business Officer
About Ronald McDonald House Charities® (RMHC®) of the Bluegrass
RMHC of the Bluegrass is a non-profit, 501(c)(3) organization that creates, finds, and supports programs that directly improve the health and well-being of children and their families. We understand that a family with a sick child is a sick family and that sometimes the best medicine is being together. It is this heartfelt understanding that both drives and defines RMHC of the Bluegrass and our commitment to family-centered care.
About the Role
The Administrative Assistant’s primary purpose is to support the long- and short-term strategic efforts of the Leadership Team by coordinating and organizing daily activities, facilitating effective internal and external communications, tracking progress on key initiatives, and ensuring timely follow-up, all within a professional, service-oriented environment. The employee advances the mission of RMHC of the Bluegrass in a manner consistent with our Vision and Core Values of Positivity, Community, Innovation, Respect, Integrity, and Passion. We serve together to keep families close!
About You
You are a tech-forward chaos tamer who sees technology as a tool to strengthen relationships, not replace them. With a natural ability to network and adapt to diverse groups, your high emotional intelligence (EIQ) enables you to read the room, fostering connection and harmony. Highly organized and detail-oriented, you thrive on creating order and planning in advance, which allows you to remain flexible and poised when circumstances require a pivot. Even-tempered and professional, you wear many hats with ease, and those who know you best would describe you as someone who “keeps calm and carries on” while managing your commitments.
About your Team
You’ll be joining the Administrative Team, individuals who are dedicated to creating and maintaining a strong foundation upon which to build program execution, mission delivery, and stakeholder development. We work hard and set high expectations for ourselves, holding each other accountable for delivering accurate information on time, every time. We love to learn, innovate, find or create efficiencies, and take extreme pride that the work that we do behind the scenes supports our organization’s mission of providing essential services that remove barriers, strengthen families, and promote healing when children need healthcare.
In addition, you’ll be supporting the entire Leadership Team—a high-performing, culture-focused, mission-driven group of four distinct personalities who have successfully collaborated for over half a decade. Despite their differing approaches and leadership styles, they share a unified vision and a commitment to excellence. Together, they have achieved remarkable results, increasing funding by over 300% and expanding core program services to support more than 10,000 individuals annually. Your ability to adapt to their unique strengths and communication preferences will be key to ensuring continued success and cohesion within this dynamic team.
Compensation
The salary range for this position is $17 per hour and is in line with our RMHC regional salary bands for this role. This position earns overtime and holiday pay at the rate of 1.5 times the regular rate of pay for hours worked. Benefits for this position represent an additional 25% value to the overall compensation package.
Benefits include:
- Excellent health care coverage (including medical, mental, vision, and dental) for individuals, partners, and families including FSA and DCFSA options. 100% of the employee’s health care premium is paid for by RMHC.
- Fully covered long term disability, short-term disability, AD&D, and life insurance with the employee option to supplement
- Progressive paid time off beginning with the equivalent of 19 days (or 154 hours per year, accrued at 5.85 hours per pay period) in the first year of employment, 10 paid holidays, and 1 floating holiday.
- After one year of employment, employees are eligible to participate in RMHC funded retirement program, currently contributing 3% 401K Safe Harbor, and 3% Profit Sharing.
- $50.00/month cell phone stipend.
- $20.00/month wellness credit.
- On Demand Pay, access your earned wages before payday.
- Unlimited access to RMHC-U online development and learning.
- An ongoing commitment to provide access to the tools, support, training, and opportunities that you require to meet your stated personal and professional goals.
About the Work
Meeting Coordination and Logistics
The Administrative Assistant supports the Leadership Team through the effective management of meeting logistics, execution, recording minutes, and facilitating follow-through. This role manages all the behind-the-scenes details that contribute to a seamless and positive experience for meeting participants by ensuring the physical, emotional, and technological aspects are handled with care, fostering an environment that supports collaboration, focus, and engagement.
Our meetings can be held in-person on and offsite, online, or hybrid, and some may require travel coordination. We have regularly recurring board, committee, and staff team meetings along with irregular and expansion meetings that require a thorough understanding of both the availability and competing priorities and commitments of the Leadership Team.
Common responsibilities include:
- Calendar coordination, scheduling, invitations, setting reminders and follow-ups.
- Agenda creation, management, and dissemination.
- Identify and arrange meeting logistics, including but not limited to format, location, refreshments and catering, supplies and materials, travel, and technology.
- Manage communications with stakeholders, ensuring that everyone has the correct and current information, especially when there are changes.
- Manage pre-meeting logistics, ensure the space is appropriately set up to accommodate attendees, conduct a technology check, troubleshooting as needed, receive deliveries, and anticipate any additional needs or handle last-minute requests.
- Attend meetings while maintaining a positive and professional demeanor to foster a productive and welcoming atmosphere. Take meeting minutes and submit them to the committee chair for approval and updates.
- Identify follow-up items and assigned tasks, maintain progress trackers, and create tracking mechanisms where they may not already exist to ensure projects and priorities stay on track. You may be asked to follow up on outstanding items and contact stakeholders to get status updates.
- As needed, manage travel logistics, including room reservations, vehicle rentals, flights, ground transportation, and restaurant reservations, utilizing the organization’s credit card and adhering to travel policies and budgetary considerations. Communicate travel arrangements and confirmations with relevant individuals and manage modifications and cancellations.
Communications
The Administrative Assistant plays a key role in maintaining a smooth and organized flow of information, ensuring that the right messages reach the right people at the right time, while supporting the overall communication strategy of the organization. Their organizational and interpersonal skills help ensure both internal teams and external stakeholders stay informed and engaged, fostering better collaboration and stronger relationships.
- Manage internal calendars, setting up reminders and follow-ups for important deliverables.
- Prepare and distribute documents such as reports, newsletters, and bulletins. This may include drafting emails or presentations, summarizing source information (e.g., RMHC Flash Facts, KNN, or MLL&K) for awareness or action items, or updating the all-staff Teams channel.
- Ensure that all communications with external parties are properly documented and filed for future reference, this could include keeping records of contracts, donor interactions, or vendor communications. Create and maintain trackers for multifaceted or ongoing projects.
- Promote organizational culture through team newsletters, coordinating team activities, and serving as the head of the Party Planning Committee.
- Update and maintain the digital communication stations located throughout the Ronald McDonald House.
- Handle phone inquiries and external requests, serving as the first point of contact for telephone calls to the Leadership Team.
- Provide occasional front desk coverage, answering telephones, accepting deliveries, and assisting Guest Families and volunteers.
- Manage the football parking list and JMI ticket transfer logistics.
Business Administration
- Proactively manage sensitive data and practice safe record keeping.
- Collect mail from the post office no fewer than two (2) times per week, utilizing the RMHC vehicle. Distribute mail to appropriate business centers.
- Other duties as assigned.
Essential Competencies/Experience:
- Possess high standards and professional integrity, regularly leveraging excellent judgement.
- Strong time management and organizational skills, with the ability to handle multiple concurrent tasks and meet deadlines.
- Excellent verbal and written communications skills
- Familiarity with platforms like Outlook, Microsoft Teams, and Zoom for collaboration and communication.
- Ability to communicate professionally and appropriately with a wide range of individuals.
- Experience drafting and proofreading professional emails, memos, and reports with proper grammar and formatting.
- High, demonstrable competency with office software and the proven ability to learn and leverage new technology quickly.
- Fluency in Microsoft Office Suite (Outlook, Excel, and Word).
- Effective calendar and schedule management – the ability to manage complex schedules, book meetings, and organize events using tools such as Outlook, Bookings, and Calendly.
- Understanding of workflow automation tools and familiarity/experience with AI (Microsoft Co-Pilot a plus)
- Innate ability to navigate digital platforms with confidence: as technologies change, so must we. Current tools that we regularly leverage include: Blackbaud, BoardSpot, Canva, OneCause, Google Workspace, MS 0365, QuickBooks, and Square.
Physical Demands
While performing the duties of this job, the employee must be able to perform physical tasks normally associated with working in a business environment. This role requires prolonged periods of sitting at a desk and using a computer, frequent typing, and occasional lifting of up to 20-25 pounds. The position involves standing, walking, bending, or reaching to access files or supplies and moving around the office to distribute materials, organize spaces, or assist in setting up for meetings or events. This role requires clear verbal communication and visual focus for extended periods. Light travel is required, the employee must be able to operate a vehicle and be insurable under RMHC’s policy.
