Senior Executive Assistant - SI
Shriners Children's · Tampa
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.
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.
Key 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. By utilizing the knowledge gained through interaction with the EVP, various committee chairs and other Shrine leaders, this position manages phone inquiries, along with mail and email correspondence to develop and implement communications and develop procedures. Additionally this position 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. This position 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. Specifically, this position is lawfully entitled to the protection of the attorney-client and work privileges that are applicable to matters that may subsequently be the subject of litigation.
Manage Article 30 Allegations, Appeals and Whistleblower Complaints
Direct temple leadership on process as outlined in the Imperial Bylaws for Article 30 allegations and appeals. Provide procedural guidance to all parties and coordinate all documentation outlined in the Imperial Bylaws to process Article 30 complaints, appeals and Whistleblower complaints. The review and management of Article 30 allegations, appeals, and Whistleblower complaints requires this position to review and manage information that is inherently confidential in nature and necessarily involves the application of discretion and independent decision-making in determining the timing and the content of such communications.
Coordinates Rulings and Decisions/Special Orders
Process and facilitate all requests for Rulings and Decisions prior to submission to the Chairman of Jurisprudence and Laws. Coordinate confidential special orders to parties involved resulting from Chairman of Jurisprudence and Law’s recommendation to the Imperial Potentate.
Manage Proposed Bylaw Changes for Temples
Direct temple leadership with regard to the process, regulations and substance required for temple bylaw changes as outlined in the Imperial Bylaws. Coordinate 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.
Coordinate Jurisprudence and Laws Session Action
Manage 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. Facilitate the coordination of confidential legislation, reports, and other issues that may occur during this time. Manage follow up for all reports to ensure their accuracy and completion.
Position 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.
Position manages calls and mail directed to the Imperial Potentate and maintains the Imperial Potentate’s Shrine calendar.
Position coordinates the incoming Imperial Potentate's orientation prior to Session.
Position works with vendors to source and purchase Imperial Potentate accoutrements: Jewel, flags, fezzes, badges, medallions, door plate, etc.
Position 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.
Required Qualifications:
2-3 years of Executive Assistant experience with Associate's Degree - or - 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
Preferred Qualifications:
Legal assistant background