Administrative Assistant

Grand Lodge; San Francisco (CA); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Health benefits

401K plan

Tuition reimbursement

Paid time off

Job summary

The Masons of California, headquartered in San Francisco, seeks an Administrative Assistant to provide comprehensive admin support for legal, financial, and office functions. You will manage mail, board records, data entry, and confidential documents in a fast-paced nonprofit setting.

Regular on-site presence at the California Masonic Memorial Temple is required; occasional evening or weekend events may occur.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of 3 years of administrative experience in an office setting.
• Experience in nonprofit, membership-based, or mission-driven organization is desirable.
• Experience with data entry and records management is preferred.
• Professional written and verbal communication skills and a service-oriented approach to employees, executives, volunteers, and guests.

Responsibilities

• Mail and delivery administration: receive, sort, distribute, and process mail, packages, and deliveries; handle confidential information.
• Board and committee administration: maintain board rosters and appointments; manage appointment letters during annual process.
• Filing and data entry: perform data entry, logging checks, scanning, and filing legal correspondence and records.
• Information and research support: gather information from multiple sources and provide concise summaries and context to executives.
• Legal and financial administration: support administrative processes, real estate and lodge matters, and estate administration.

Skills

Organization

Attention to detail

Communication

Discretion

Independent work

Travel coordination

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

SharePoint

Teams

Asana

PowerPoint

Outlook

Job description

Pay Range $32.50-$35.00/hourPlease contact Lambent with any inquiries atwww.lambentservices.com212-257-9635About UsThe 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.Position OverviewReporting 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.Key Responsibilities· 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.Requirements:Education & Experience· Bachelor’s degree or equivalent combination of education and experience.· Minimum of 3 years of administrative experience in an office setting.· Experience working in a nonprofit, 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, volunteer leaders, and guests.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).BenefitsAt the Masons of California and its related entities, you will have the opportunity to combine your passion for helping people and high ethical standards with opportunities to advance your career. In return for your skills and passion we offer:A work environment focused on teamwork and support for excellent careExcellent health, wage replacement, and other benefits for you and your family's well-beingA generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the planInvestment in your growth through tuition reimbursement - $1,500 per year