Masons of California · 3 months ago
Administrative Assistant - Part time
San Francisco, CA
Part-time
Onsite
Mid Level
$36/hr - $44/hr
3+ years expMasons of California is seeking a part-time Administrative Assistant to support the Director of Administration and Operations. The role involves scheduling meetings, managing project tasks, taking minutes, and assisting with communications and travel logistics for the Grand Secretary.
Assisted LivingElderlyHealth Care
Responsibilities
Schedule strategic plan meetings (1-2/mo.), and smaller groups meetings and regular 1:1/check-ins, as needed
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
Take and maintain minutes at each of the monthly strategic plan meetings to help the team track details and deliverables
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)
Maintain the strategic planning team's Team channel, filing minutes and other important documents, and monitoring discussions
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
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
Prepare monthly expense reports in a timely manner using the organization's specified systems and procedures
Screen voicemails and, when appropriate, respond to email and other communications of behalf of the director of operations or grand secretary
Prepare Word, Excel, PowerPoint presentations, reports, and other documents in support of objectives for the organization
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
Manage special projects and events including executive-level retreats, conferences, tours, and meetings. Support planning for the annual meeting of the Masons of California
Perform other duties as assigned
Qualification
Required
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
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
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)
Preferred
Experience working in a nonprofit, membership-based, or mission-driven organization
Benefits
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
Company
Masons of California
Masons are builders. Where once we built magnificent structures, today we build character.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Carol Hunter, CPA
Chief Financial Officer
Emily Limón
Chief Communications Officer
Recent News
2023-05-11
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