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 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 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

• 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, with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Asana (or similar project management software), 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).

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