Job Details

Administrative Assistant

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 organization's 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 team's 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 Secretary's 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 Secretary's 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 organization's specified systems and procedures.
• Email & Phone: Screen voicemails and, when appropriate, respond to email and other communications on 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.