Administrative Assistant Part time

JOB SUMMARY

Pay Range $36.00 to $44.00

The Administrative Assistant will report to the Director of Administration and Operations and assist in the management and implementation of the organizations strategic plan as follows:

RESPONSIBILITY

• Scheduling: Schedule strategic plan meetings (1-2/mo.) and smaller groups meetings and regular 1:1/check-ins as needed.
• Project management and task tracking: Maintain Asana or similar workflow software to capture the deliverables for the strategic plan team. Follow up with each member of the team ahead of due dates to ensure timely completion.
• Minutes: Take and maintain minutes at each of the monthly strategic plan meetings to help the team track details and deliverables.
• Presentations: Using the minutes and other reporting assist the Director of Operations in creating regular presentations to share with the Executive Staff and Executive Committee (board of directors).
• Communications: Maintain the strategic planning teams Team channel filing minutes and other important documents and monitoring discussions.

Under the supervision of the Director of Operations the Administrative Assistant will provide support to the Grand Secretary (CEO) in the following ways:

• Calendar: Help maintain the Grand Secretarys extremely active calendar including scheduling meetings appointments speaking engagements conferences and other calendar items. Exercise discretion in committing time and evaluating needs.

• Travel: Manage the Grand Secretarys domestic and international travel logistics including flights ground transportation lodging and meals. Provide similar support to the Grand Lodge executive committee when required. Expenses: Prepare monthly expense reports in a timely manner using the organizations specified systems and procedures.

• Email & Phone: Screen voicemails and when appropriate respond to email and other communications of behalf of the director of operations or grand secretary.

• Presentations: Prepare Word Excel PowerPoint presentations reports and other documents in support of objectives for the organization.
• Board Meeting Materials & Governance: Prepare and distribute agendas meetings books and board meeting information for three (3) entities: California Masonic Memorial Temple California Masonic Foundation and Nob Hill Masonic Center which each meets once quarterly. Track attendance and maintain electronic records (filing) according to procedures prescribed by the organization.
• Special Projects and Events: Manage special projects and events including executive-level retreats conferences tours and meetings. Support planning for the annual meeting of the Masons of California.
• Other: Perform other duties as assigned.

Education & Experience

• Bachelors degree or equivalent combination of education and experience.
• Minimum of35 years of administrative experience preferably supporting senior executives or in an operations/office management setting.
• Experience working in anonprofit membership-based or mission-driven organizationis preferred.
• Familiarity withboard governance processes including preparing meeting materials and maintaining records.

Skills & Competencies

• Exceptional organization and attention to detail with the ability to manage multiple priorities and deadlines.
• Proficiency inMicrosoft Office Suite (Word Excel PowerPoint Outlook)and collaboration tools such asTeams Asana (or similar project management software) and SharePoint.
• Strongwritten and verbal communication skills including note-taking drafting correspondence and preparing polished presentations.
• Discretion and professionalismwhen handling confidential information and executive communications.
• Ability to work independently take initiative and exercise sound judgment.
• Proven ability tocoordinate travel logistics scheduling and expense reporting.
• Comfort working in afast-paced in-person office environmentwith a small collaborative team.

Other Requirements

• Regular on-site presence at theCalifornia Masonic Memorial Temple (San Francisco).
• Availability to occasionally assist withevening or weekend events(e.g. board meetings annual conference).
• Must be able to lift and carry up to 20 pounds (e.g. meeting materials office supplies).

At Grand Lodge we are looking for team members who would like to combine their passion for helping people good communication skills decision-making skills and great ethical standards with the opportunities to advance your career.

In return for your skills you will be offered:

• A work environment focused on teamwork and support
• A generous contribution to a 401K plan whether or not you participate and an additional contribution from the company when you participate in the plan