Executive Assistant

Core Values

We respect every person who works here and believe they can succeed.

We share a passion for our residents and our work.

We are all personally responsible and accountable for our jobs, and for helping others.

We have a positive attitude, show that we know the difference between right and wrong and are committed to doing the right thing.

Expectations

It is expected that employees will always remember these values as they go about their job working with residents, with other employees, and with the public. Everyone is expected to know and comply with all employee policies and procedures and to ask questions if there is something that is not clear. We must know about the services provided here and talk about them correctly. Our communication with others must be respectful, correct, timely, and complete whether it is in person or in writing. We value each person and expect employees to show sensitivity to the cultural differences of co-workers and members.

General Summary:Acts as records-support and Executive Assistant for the Masonic Grand Lodge of Oregon. Duties require a high degree of adaptability, people-skills, accountability, organization, and are performed under the direct supervision of the Grand Secretary, senior staff, and the Grand Master, with established procedures and guidelines. Independent judgment, problem solving, and a high level of professionalism are critical for the efficient operation of key functions of the Grand Lodge. These duties affect the Masonic Fraternity, management, and staff.

Job Functions (include but not limited to:)

· Executive Correspondence: Handle calls, letters, or emails, and other communications on behalf of the executive team. Send using certified mail when requested.

· Donor Development: Work with members to develop relationships and encourage membership, increasing participation in giving societies of the Oregon Masonic Charities.

· Training Material Development: Work with other staff and various software in developing training materials for the membership.

· Creative Support: A willingness to lend creative support to other staff in developing flyers, social media posts, and similar projects.

· Record Keeping & Reporting: Following the collection and distribution of data, maintain comprehensive and accurate records, both digitally and in print. Process information for reports of the leadership of the organization.

· Online Calendar Management: Maintain the online executive’s calenda, setting up Zoom events, and prioritizing the most sensitive matters.

· Member Services: Understand our membership database and assist members with fraternal questions and tech support, as needed.

· Event Support: Coordinates, creates, copies, and distributes materials for annual events. Receives and tracks meal reservation information. Prepares and presents banquet tickets to those that order. Provides on-site member administrative event support, as required.

· Proofreading: Proofread various publications before going to print, as requested.

Interpersonal Contacts: Internal contacts include the Board of Trustees, Home Board, employees, and management. External contacts include visitors, fraternal guests and members, Lodges, and the community.

Specific Skills:

· Experience using Microsoft Office (Word, Excel, and Outlook). Experience with, or a willingness to learn, Adobe InDesign and Canva is expected.

· Excellent interpersonal skills. Detail oriented, with strong ability to multi-task and problem solve.

· Ability to stay on task and complete projects within deadlines and avoid non-productive distractions.

· Ability to maintain cooperative working relationships with those contacted in the course of work and Lodge activities.

· Ability to evaluate the workload, streamline workflows, meet tight deadlines, and maintain accountability is essential.

· Willingness to learn new software and train others.

· Ability to communicate effectively in English both verbally and in writing.

· Ability to understand and work under a variety of situations in a positive constructive manner.

· Ability to be organized and well prepared, and able to set and meet deadlines.

· Ability to work unsupervised and make responsible decisions and judgments.

· Ability to be punctual daily and correspond professionally with others.

Education and/or Experience:

· High School diploma or equivalent

· Sufficient combination of work experience and/or training to perform duties effectively and accurately

· Valid Oregon driver’s license

· Willingness to continue education as requested

Job Conditions:

· This job may require hours that exceed 40 per week and a flexibility of hours (i.e. weekends, nights, covering for absent co-workers).

· This job requires occasional day and overnight in-state traveling to seminars and meetings.

Physical & Mental Demands:

· Ability to regularly walk, stand, bend, stoop or sit for extended periods of time

· Ability to lift, carry, push, pull or otherwise move objects weighing up to 50lbs

· Ability to use office equipment requiring a high degree of dexterity ( i.e. keyboard, 10-key calculator, printers, cameras, microphones, etc.)

· Work for sustained periods of time at a computer station maintaining concentrated attention to detail and accuracy

· Ability to work under pressure and meet deadlines

Wage will be based on experience. Medical Insurance and participation in a 401K program will be available upon completion of a successful a 60-day probation. Additionally, please feel free to provide references and any documentation noting completion of education and training. On the job experience will be considered in lieu of a college degree if relevant.

Job Type: Full-time

Pay: $26.00 - $29.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Language:

• English (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Forest Grove, OR 97116 (Required)

Work Location: In person