Administrative Assistant

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The Masons of California is a nonprofit membership organization serving nearly 40,000 members and 330 lodges throughout the state. We are a values-driven organization committed to leadership, philanthropy, service, and continued learning. Our employees help carry out a broad mission while supporting a complex family of nonprofit and affiliated organizations. With some 600 employees across its affiliated entities, the organization’s San Francisco headquarters employs approximately 70 team members, who work from one of three campuses or in a remote or hybrid capacity.

Located atop Nob Hill, the headquarters shares its address with the acclaimed Masonic Auditorium, a 3,300-seat concert hall, exhibition space, and art gallery, putting culture, architecture, and city views just outside the office door. Across the street, spend your lunch break walking the labyrinth at Grace Cathedral or enjoying the picturesque Huntington Park.

Reporting to the Director of Operations and Administration, the Administrative Assistant provides administrative support for the organization’s legal, financial and general office functions at the headquarters of this complex, fast-paced organization. The role organizes and distributes mail, maintains board and committee rosters and appointments, and performs regular data entry, document drafting and record organization.

• Mail & delivery administration: Receive, sort, distribute, and process incoming and outgoing mail, packages, and deliveries. Handle confidential information with a high degree of discretion.
• Board and committee administration: Organize and maintain the system files and user directory in Board Effect for designated Grand Lodge boards and committees, including four finance-related committees and six boards with supervision from the Board Governance Manager. Maintain board roster and administer appointment letters during the annual Grand Lodge board and committee appointment process
• Filing and data entry: Complete various regular and one-off data entry tasks, including logging checks, scanning and filing legal correspondence, record updating, and conference registration.
• Information and research support: Gather and synthesize information from multiple sources, identify key decisions or open questions, and provide executives with concise summaries, recommendations, and appropriate context.
• Legal and financial administration: Provide support for administrative processes, real estate and lodge matters, as well as estate administration including preparing and distributing routine notices, tracking deadlines, and maintaining case files.
• Hospitality and facility tours: Serve as the first point of contact to welcome guests, volunteer leaders, vendors, and other visitors and direct them to the appropriate person or location. Provide occasional facility tours of the private event space within the building to prospective clients and partners.
• Office coverage** :** Provide backup coverage for select Office Manager duties such as vendor coordination, supply management, workspace logistics, and records retention during the Office Manager’s absence.

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of3 years of administrative experience in an office setting.
• Experience working in anon profit, membership-based, or mission-driven organization is desirable.
• Experience with data entry and record management is preferred. Legal aid or accounting assistance is a plus, but not mandatory.
• Professional written and verbal communication skills and a service-oriented approach to employees, executives,…