Masons of California
Administrative Assistant - Part time
Masons of California, San Francisco, California, United States, 94199
Job Summary
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.
Pay Range $36.00 to $44.00
Responsibilities
Scheduling: Schedule strategic plan meetings (1‑2 per month), team meetings, and 1:1 check‑ins as needed.
Project management and task tracking: Maintain Asana or similar workflow software to capture deliverables for the strategic plan team and follow up with each member ahead of due dates to ensure timely completion.
Minutes: Take and maintain minutes at each monthly strategic plan meeting 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 Executive Staff and the Executive Committee (board of directors).
Communications: Maintain the strategic planning team’s Team channel, file minutes and other important documents, and monitor discussions.
Supporting the Grand Secretary (CEO)
Calendar: Help maintain the Grand Secretary’s extremely active calendar, including scheduling meetings, appointments, speaking engagements, conferences, and other items. Exercise discretion in committing time and evaluating needs.
Travel: Manage domestic and international travel logistics, including flights, ground transportation, lodging, and meals. Provide similar support to the Grand Lodge executive committee when required. Prepare monthly expense reports in a timely manner using 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 to support organizational objectives.
Board Meeting Materials & Governance: Prepare and distribute agendas, meeting books, and board meeting information for Cal. Masonic Memorial Temple, Cal. Masonic Foundation, and Nob Hill Masonic Center, each meeting quarterly. Track attendance and maintain electronic records as prescribed.
Special Projects and Events: Manage special projects and events including executive retreats, conferences, tours, and meetings; support planning for the annual meeting of the Masons of California.
Other: Perform other duties as assigned.
Requirements Education & Experience
Bachelor’s degree or equivalent combination of education and experience.
Minimum of 3‑5 years of administrative experience, preferably supporting senior executives or in an operations/office management setting.
Experience working in a nonprofit, membership‑based, or mission‑driven organization is preferred.
Familiarity with board governance processes, including preparing meeting materials and maintaining records.
Skills & Competencies
Exceptional organization and attention to detail, managing multiple priorities and deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Asana (or similar), and SharePoint.
Strong written and verbal communication skills, including note‑taking, drafting correspondence, and preparing polished presentations.
Discretion and professionalism when handling confidential information and executive communications.
Ability to work independently, take initiative, and exercise sound judgment.
Proven ability to coordinate travel logistics, scheduling, and expense reporting.
Comfort working in a fast‑paced, in‑person office environment with a small, collaborative team.
Other Requirements
Regular on‑site presence at the California Masonic Memorial Temple (San Francisco).
Availability to occasionally assist with evening 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).
Benefits 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 opportunity 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 401(k) plan whether or not you participate, and an additional contribution from the company when you participate in the plan.
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Pay Range $36.00 to $44.00
Responsibilities
Scheduling: Schedule strategic plan meetings (1‑2 per month), team meetings, and 1:1 check‑ins as needed.
Project management and task tracking: Maintain Asana or similar workflow software to capture deliverables for the strategic plan team and follow up with each member ahead of due dates to ensure timely completion.
Minutes: Take and maintain minutes at each monthly strategic plan meeting 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 Executive Staff and the Executive Committee (board of directors).
Communications: Maintain the strategic planning team’s Team channel, file minutes and other important documents, and monitor discussions.
Supporting the Grand Secretary (CEO)
Calendar: Help maintain the Grand Secretary’s extremely active calendar, including scheduling meetings, appointments, speaking engagements, conferences, and other items. Exercise discretion in committing time and evaluating needs.
Travel: Manage domestic and international travel logistics, including flights, ground transportation, lodging, and meals. Provide similar support to the Grand Lodge executive committee when required. Prepare monthly expense reports in a timely manner using 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 to support organizational objectives.
Board Meeting Materials & Governance: Prepare and distribute agendas, meeting books, and board meeting information for Cal. Masonic Memorial Temple, Cal. Masonic Foundation, and Nob Hill Masonic Center, each meeting quarterly. Track attendance and maintain electronic records as prescribed.
Special Projects and Events: Manage special projects and events including executive retreats, conferences, tours, and meetings; support planning for the annual meeting of the Masons of California.
Other: Perform other duties as assigned.
Requirements Education & Experience
Bachelor’s degree or equivalent combination of education and experience.
Minimum of 3‑5 years of administrative experience, preferably supporting senior executives or in an operations/office management setting.
Experience working in a nonprofit, membership‑based, or mission‑driven organization is preferred.
Familiarity with board governance processes, including preparing meeting materials and maintaining records.
Skills & Competencies
Exceptional organization and attention to detail, managing multiple priorities and deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Asana (or similar), and SharePoint.
Strong written and verbal communication skills, including note‑taking, drafting correspondence, and preparing polished presentations.
Discretion and professionalism when handling confidential information and executive communications.
Ability to work independently, take initiative, and exercise sound judgment.
Proven ability to coordinate travel logistics, scheduling, and expense reporting.
Comfort working in a fast‑paced, in‑person office environment with a small, collaborative team.
Other Requirements
Regular on‑site presence at the California Masonic Memorial Temple (San Francisco).
Availability to occasionally assist with evening 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).
Benefits 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 opportunity 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 401(k) plan whether or not you participate, and an additional contribution from the company when you participate in the plan.
#J-18808-Ljbffr