Senior Executive Assistant - SI

Shriners Children's•Tampa, FL

43d

About The Position

Shriners International is a fraternity based on fun, fellowship and the Masonic principles of brotherly love, relief and truth. The possibilities for having fun as a Shriner are endless. Our local Shrine Centers (chapters) around the world have thousands of activity-based clubs, units and events that provide ways for members to connect with each other in a fun environment. A unique aspect of our local chapters is that creativity is encouraged, and if a club for a particular activity doesn’t exist, members are empowered to create one. The Senior Executive Assistant provides high level administrative support to the Executive Vice President of Shriners International. This position exercises independent judgment and decision making by providing comprehensive support functions on behalf of the Office of the Executive Vice President, Shriners International. Provides high-level support to the board of directors and Shrine leadership. Functions as a confidential resource in handling and facilitating highly sensitive legal, disciplinary and personnel matters and communications. This confidential work also includes work related subordinate club matters and processes to include serving as the primary point of contact for the handling of member disciplinary allegations, appeals, special orders and Whistleblower complaints. Coordinates the process for Rulings and Decisions communications for Joint Board Meetings and Annual Meeting. Attends Annual Meeting for 1-1/2 – 2 weeks to coordinate legislation and committee reports with the Chairman of Jurisprudence and Laws and manages the completion of reports presented at Board Meetings and the Annual Meeting. Requires ability to gain a working knowledge of SI and SHC rules, initiatives and concerns to facilitate the development of response templates in answer to leadership questions. Provides support to EVP consisting of composing high-level communications and managing access and communications through the WebFez Boardroom.

Requirements

2-3 years of Executive Assistant experience with Associate's Degree
5 years of Executive Assistant experience with a High School Diploma/GED
Proficiency in MS Office
Experience with transcription including software and hardware
Availability to travel to the location of the Annual Meeting and Session for a period of up to 12 days in the June/July time frame each year

Nice To Haves

Legal assistant background

Responsibilities

Directly supports the Executive Vice President, Chairman of the Board of Directors as well as the members of the Board of Directors of Shriners International by providing comprehensive management and coordination of administrative duties as requested.
Manages phone inquiries, along with mail and email correspondence to develop and implement communications and develop procedures.
Acts as liaison between EVP and temple leadership for the purpose of providing information, support and assistance in response to common, yet complex, recurring bylaw questions and sensitive situations.
Manages confidential information relating to personnel and interdepartmental communication matters.
Reviews and manages confidential communications on a wide range of issues, including, but not limited to, litigation, potential litigation and other legal matters, personnel matters, disciplinary actions, confidential communications with temple leaders and confidential communications within the Shriners International-Shriners Hospitals for Children System.
Manages Article 30 Allegations, Appeals and Whistleblower Complaints.
Directs temple leadership on process as outlined in the Imperial Bylaws for Article 30 allegations and appeals.
Provides procedural guidance to all parties and coordinates all documentation outlined in the Imperial Bylaws to process Article 30 complaints, appeals and Whistleblower complaints.
Processes and facilitates all requests for Rulings and Decisions prior to submission to the Chairman of Jurisprudence and Laws.
Coordinates confidential special orders to parties involved resulting from Chairman of Jurisprudence and Law’s recommendation to the Imperial Potentate.
Directs temple leadership with regard to the process, regulations and substance required for temple bylaw changes as outlined in the Imperial Bylaws.
Coordinates the submitted proposed bylaws with the Chairman of Jurisprudence and Laws to obtain the recommendation to the Imperial Potentate and achieve the final directive of updating bylaws for over 200 temples.
Manages confidential information related to legislation, J & L reports, and committee reports prior to and during the 1 ½-week attendance at Imperial Session in coordination with the Chairman of Jurisprudence and Laws Committee.
Facilitates the coordination of confidential legislation, reports, and other issues that may occur during this time.
Manages follow up for all reports to ensure their accuracy and completion.
Serves as point of contact for Temple Officers, Nobles, along with affiliate organizations.
Acts as a liaison with temples and associations on behalf of the Imperial Potentate, related to official visitations.
Receives, logs, and tracks, conflicts with association meeting and Shrine game assignments for Imperial Officers, as assigned by the Imperial Potentate.
Manages calls and mail directed to the Imperial Potentate and maintains the Imperial Potentate’s Shrine calendar.
Coordinates the incoming Imperial Potentate's orientation prior to Session.
Works with vendors to source and purchase Imperial Potentate accoutrements: Jewel, flags, fezzes, badges, medallions, door plate, etc.
Maintains records of Imperial Jewels, and their lineage, which are either on loan or held within the vault at Shriners International Headquarters.
Coordinates the return of Past Imperial Jewels, as necessary.