Position Title:
Executive Assistant / Office Manager

Position pay range: $20+ / hour

Required hours: Monday - Friday, 9pm - 4pm & weekends/evenings flexible hours as needed. Vacation & PTO offered.

Description:
The Al Kader Shrine Center is the official organization and building for the 900+ Shriners who dedicate their time and energy in supporting Shriner's Children Hospital patients, their care, and their families. This position will work as a liaison to the hospital as it relates to questions brought to the Shrine office and events. Management of the office day to day and support the Al Kader Divan members and the Potentate.

The ideal candidate brings a positive outlook to life, is able to multi-task, has project management experience and is a self-starter to manage their own tasks and ensure the Shrine Center runs efficiently. The ability to work with people from many backgrounds and ages is required and the ideal candidate would be able to help train Shrine members to use technology as needed.

Proficiency with creating brochures, marketing materials, graphics, documents and tracking spreadsheets. Proficiency with Canva, MS Word, MS Excel, Google Suite, Adobe.

Membership: Maintain membership database keeping a current list of those members in good standing, and those who are delinquent in dues payments. Entering and posting dues payments. Running & tracking monthly membership reports. Compile reports as needed for monthly newsletter mailings (Oasis) and an annual report for Election of Officers to Imperial.

Membership petitions: Serve as the point of contact for new candidates; keep them up to date on procedures and events. Arrange for Fez fitting and attendance at events including their initiation at ceremonial.

Directory: Update directory in accordance with WebFez membership updates. Add, modify or delete members.

Calendar: Update Google Calendar for Al Kader Events, Rentals and Nobility.

Rentals: Work w/Rental manager to arrange contracts, payments & insurance forms. Prepare petty cash for events, meet with rental manager weekly, or as needed for updates to rental calendar.

Email correspondence & other miscellaneous clerical or computer work.

Events:

Social Events: Manage arrangements for food, décor, room set-up, invitations, advertising of upcoming events, etc.

For example: East West Game - Create and track reservations for approximately 100 rooms at the Sunridge, including Imperial guests. Work closely with the hotel to ensure smooth check in. Coordinate with hotel for other events around the Sunridge; hospitality room set up, tables, chairs and tents for courtyard. Send out postcards with confirmation. Correspond with Cattlewomen's association for park lunch tickets. Work with Aides as needed. Arrange materials and supplies needed for Cold Sands, if necessary. (Co-manage w/reception)

License Renewals: Keep these permits and licenses up to date with the appropriate city or county department offices. Raffle license renewal, OLCC license renewal and reports, OLCC licenses for bartenders

Shrine Events: Create flyers & signup sheets, Coordinate with internal committees for details. Track registration, take payments and report to committee. Create programs and manage registration, payments, and advertisements.

Slideshow: Keep slideshow in Foyer current as directed by the Shrine President. Anticipate and create slides for upcoming events, some which are listed in the Oasis.

Monthly Newsletter Oasis: Forward necessary ads to editor, list of birthdays and expirations monthly. Track ad payments & send invoices for renewal.

Telephone / In Person assistance to Nobility & Guests

Coordinate / Communications:

Coordinate with Chief Aides for various events throughout the year. Keep an accounting of Bar Bank & 50/50 monies in the safe. Reconcile bar money after events. Supply change for bar bank as requested.

Parades: Assist Director of Units to obtain Insurance Certificate and payments for various parades. Keep a file with each parade registration for the year.

All other office / shrine center duties / tasks:

IT Coordination & equipment maintenance, Manage voicemail, Housekeeping / Coffee / Foyer / Bathroom / flowers upkeep.