Personal Assistant - Catch 22 : Job Details

The Grand Lodge of Mark Master Masons is a major charitable organisation, providing support to its members, their families and non-Masonic causes, to enrich their daily lives. We are seeking to attract a dynamic, experienced, and proactive personal assistant to join the team headquartered in St. James's London, who oversee ten of the Companion Orders in Freemasonry.

The role has been held by the same individual for nearly four decades. As such, it now offers an ideal opportunity to modernise working practices and embrace new technology, giving the successful applicant the chance to shape the role to the modern-day requirements, working alongside the organisation's new executive team.

The ideal candidate will possess excellent written and verbal communication skills, expertise in all modern office computer programmes including Microsoft Word, Excel, Outlook, Teams, Forms etc. and Zoom. Customer service focus is also key as enquiries from board directors and VIP members will need to be handled with discretion and efficiency. Minute taking, fielding private emails, preparing committee agendas and working closely with the Grand Secretary (Chief Operating Officer) and his team will form a major part of the day-to-day responsibilities.

The role will be mainly office based but there may be some working from home flexibility, if required, when mutually convenient.

 Duties and responsibilities

 To act as a Personal Assistant to the Grand Secretary by providing a confidential, efficient and comprehensive secretarial service

• To prepare briefing packs in advance of all executive/board/committee meetings and conferences
• To manage his personal email account, filtering out messages best directed to other departments and likewise when answering phone calls
• To manage his calendar alongside the requirements of the business and scheduling meetings accordingly
• To support the rest of the executive secretariat team in their roles by preparing agendas and writing minutes
• Assisting the Travel and Events Secretary in handling itineraries when required
• Being a first point of contact for all executives/boards/committees
• Assisting in preparing reports and PowerPoint presentations and taking minutes in meetings
• Assisting in arranging events
• General office administration
• Providing cover for others if required

Must-have skills

• You have previous work experience in similar roles and be able to demonstrate excellent verbal and written communication skills, enabling you to work collaboratively across the organisation
• You have strong relationship building skills and the ability to work positively with key stakeholders
• You embrace a flexible approach to work whilst taking ownership and responsibility for work and performance to help meet team objectives
• You can work unsupervised with excellent time management skills, and be able to draft letters and emails in the tone of voice of the organisation, needing only final tweaking before sending
• You possess excellent IT skills and are able to bring modern office working practices to an organisation that is proud of its heritage but keen to embrace new technology
• You are confident, extremely well organised, able to think on your feet and prioritise to meet deadlines
• You have strong administrative skills, the ability to remain calm under pressure and be a team player

SalaryIn the region of £45,000 gross per annum (subject to experience) plus the following benefits package:

Private medical coverContributory pension scheme (following probation period) - Employer 6% Employee 4%Life AssuranceHoliday entitlement is 28 days holiday including the Statutory Bank HolidaysInterest free season ticket loanTeam social eventsAn annual pay review

HoursThis is a full-time role.

• 35 hours per week office based 8-4 or 9-5 by agreement
• Minimal remote working may be agreed when mutually convenient 

Closing date for applications is 5 p.m. on Tuesday 8th October 2024