Title: Executive Assistant 

FLSA: Full Time Exempt 

Shift: M-F, 40 hours a week 

Benefits: Medical, dental, vision, 401 (k) with match, generous annual leave & holidays 

Reports To: Business Development Director 

Profile and Values

Washington Masonic Services (WAMS) is an independent 501(c)3 nonprofit corporation that works closely with the Masonic Grand Lodge of Washington. WAMS’ ission is assisting Masons and others in need, focusing on aging in place and securing resources for essentials; investing in youth and education, boosting their ability to achieve their greatest potential; and preserving and curating Masonic heritage, illuminating Masonry’s impact in Washington’s past, present and future. This mission is achieved statewide through the operation of three core programs: Outreach Services, Youth Investment, and the Masonic Library & Museum.

This position will be part of a collegial team of eight talented staff who partner with a dedicated 12-member Board of Trustees, Advisory Committee members, and other volunteers. We strive to strengthen the personal leadership of each other and those we serve across Washington, expanding everyone's hope, agency, and dignity. Employees work both in-person and remotely throughout Washington state.

Summary of Position Responsibilities

Reporting to the Business Development Director, the Executive Assistant will provide high-level administrative support to the Business Development Director, Deputy Director, and Executive Director. This position includes some evening and weekend work as well as statewide travel, as part of a supportive, work-life balance culture.

Responsibilities 

• Provide high-level administrative support and assistance to the Business Development Director and other assigned leadership staff. 

• Analyze complex situations using strong logic, critical thinking, and keen emotional intelligence.

• Manage calendars of executives, scheduling meetings and performing related activities.

• Attend meetings on behalf of executives, taking notes and recording minutes. 

• Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or collate and distribute contents to appropriate staff. 

• Prepare communications such as memos, emails, invoices, reports, and other correspondence. 

• Create and maintain filing systems, both electronic and physical. 

• Manage accounts and perform bookkeeping functions.

• Answer phones and greet visitors. 

• Adhere to the policies and procedures of the organization at all times. 

• Perform other related duties as assigned. 

Skills 

• Excellent communication skills including active listening, and written and verbal proficiency with the English language. 

• Excellent organizational skills and attention to detail. 

• Ability to make professional decisions in areas impacting productivity and quality. 

• Excellent time management skills with a proven ability to meet deadlines. 

• Ability to function well in a high-paced and at times stressful environment. 

• Adept at operating with discretion and maintaining confidentiality with sensitive information. 

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 

Qualifications 

Required 

• High school graduation or equivalent. 

• Eight years of progressively responsible administrative experience supporting executive level staff with similar scope and duties. Formal education in business administration or related field may substitute on a year-for-year basis. 

• Intermediate skill level with Microsoft Excel, Word, Outlook, and PowerPoint. (see page 4) 

• Ability to operate and troubleshoot standard office equipment including computers, copy/fax/scan machines and postage meters. 

Preferred 

• Advanced skill level with Microsoft Excel, Word, Outlook, and PowerPoint.

• Experience with QuickBooks or equivalent accounting or bookkeeping software. 

• Experience in research, data collection and report writing. 

• Experience in using project management software e.g., Smart Sheet or equivalent platform. 

• Experience with conferencing software/applications for webinars, and teleconferences. 

Work Conditions 

• Able and willing to take supervision and perform the essential functions of the position according to both written and verbal instruction, and within deadlines or other requirements.

• Capable of seeing and hearing to function adequately so that the requirements of this position can be fully met.

• Capable of sitting at a desk for prolonged periods and working on a computer. 

• Able to lift a minimum of 25 pounds. 

• Able to tolerate frequent interruptions.

• May be asked to work beyond normal working hours, including weekends, and in other positions temporarily, if necessary.

• Able and willing to travel throughout the State of Washington. Must have a valid Washington State Driver’s license and automobile insurance.

Salary and Benefits 

WAMS offers a full suite of benefits including generous paid time off. Competitive salary commensurate with experience.

WAMS is committed to equality, equity, and civility; we act each day to embody that commitment. Our programs are for Masons, their families, and community members of every characteristic and description. We are a religiously inclusive, apolitical, 501(c)3 nonprofit organization. WAMS is an Equal Opportunity Employer.