Meet the team: the Provincial Secretariat

W. Bro. Sergio Pereira Behm, Provincial Deputy Grand Secretary (L) and W. Bro. Matthew James, Provincial Grand Secretary (R)

What we do

The Provincial Secretariat underpins every aspect of our Lodges, offering governance, communication and practical support. By coordinating administrative, technical and advisory services, it equips Lodge officers and Brethren with the tools and guidance they need to work effectively and uphold Masonic protocol.

Digital Support and Technical Services

Central to the Secretariat’s remit is the management of our digital platforms. This includes regular upkeep and development of the provincial website, oversight of social media channels and the provision of Zoom facilities for virtual meetings. The team administers online forms and surveys, maintains an up-to-date provincial calendar and delivers general IT support. These services ensure that Lodges remain accessible, connected and fully supported—whether Brethren gather in person or online.

Membership Enquiries and Applications

All inquiries about joining our Order pass through the Secretariat. We promote membership via the Provincial website, social media campaigns and press releases, before forwarding each incoming inquiry to the relevant Lodge Secretary. The Secretariat also processes Lodge applications (“Solicituds”) swiftly and accurately, ensuring every candidate receives a prompt response.

Training Programmes and Guidance

To foster personal growth on everyone’s Masonic journey, the Secretariat develops and publishes comprehensive training materials. These include certificates for incoming Worshipful Masters, information leaflets for new initiates and dedicated guides for each Lodge office. Regular revisions to the Secretaries’ Guide, Intranet Guide, Toast Lists and Social Media Guide help maintain consistent standards across the Province.

Communications

Acting as the conduit between the Grand Lodge of Spain, the Province of Valencia and our individual Lodges, the Secretariat circulates directives, dispensations and by-law amendments.

The Secretariat publishes details of all Provincial and Lodge news and events on a dedicated section of the Provincial website. On a regular basis, we produce a Provincial newsletter, keeping every Brother informed of news and developments. We also manage relations with Press and media outlets and issue Press Releases on all News and events to ensure that a positive image of the Order is maintained.

Events Coordination and Venue Liaison

From the Provincial Lodge of Instruction to our annual Assembly and Ladies’ Night, the Secretariat co-ordinates all bookings, negotiates room rates and menus, and liaises with venues to secure favourable terms. It publishes event summonses and maintains an accurate calendar of engagements, all while nurturing positive relationships with other Provinces and progressive orders.

Supporting Lodge Governance

Beyond its visible services, the Secretariat offers confidential guidance on Lodge by-laws and constitutional queries. By advising on amendments and interpreting regulations, the team helps preserve each Lodge’s sovereignty and integrity, enabling Worshipful Masters and Secretaries to fulfil their duties with confidence. It offers expert advice on constitutional matters and Masonic protocol, ensuring clarity and fostering fraternity.

Conclusion

Through its wide-ranging responsibilities, the Provincial Secretariat ensures that our Lodges function smoothly, our rituals remain intact, and our bonds of brotherhood grow ever stronger. By shouldering these tasks, the Secretariat enables every Mason to focus on their labours, knowing that expert support is always at hand.

Who we are

Key Responsibilities:

• To oversee and manage all aspects and duties of the Provincial Secretariat
• To assist the Provincial Grand Master with the management of the Provincial Grand Lodge
• To disseminate all communications from the Grand Lodge of Spain and the Province to all lodges
• To maintain up-to-date guidelines, documents for lodge secretaries and brethren of the Province
• To maintain a strong relationship with the Grand Lodge of Spain and other Provinces
• To maintain an active management role with all Provincial events
• Membership of the Provincial Executive team

Key Responsibilities:

• Assist the Provincial Grand  Secretary in all matters relating to the administration of the Province of Valencia
• Act as administrative liaison between the Grand Lodge of Spain, the Province of Valencia, and its lodges
• Advise and guide lodge secretaries and members of the Province
• Administer and control all dispensations for all lodges
• Control all reservations for the Provincial Instruction Lodge and the Provincial Assembly
• Control documents related to lodge applications
• Translation of provincial documents

Key Responsibilities:

• To prepare and maintain up to date versions of the following Provincial Guides:
  • Secretaries Guide
  • Intranet Guide
  • Toast Lists
  • Social Media Guide
• Maintain up to date list of Provincial and Grand Officers
• To provide guidance on constitutional and Masonic Protocol matters
• Maintain up to date information leaflets for Initiates and Worshipful Masters

Key Responsibilities:

• As Webmaster, maintain and develop the Provincial websites (glpvalencia.com & .org)
• Provide IT support to the Province, Lodges and brethren including account creation and password management
• Advise the Provincial Grand Secretary about the use of 3rd party software packages to improve Provincial processes
• In conjunction with the Recruitment Officer, manage all incoming inquiries from the Provincial websites
• Liaise with GLE in relation to the Intranet system
• Ensure that internal IT processes (security, data storage, GDPR etc) are in line with best practice and legal requirements
• As Provincial Education Officer, roll out and develop the Provincial Masonic Education Program
  

Key Responsibilities:

• To adapt the contents of the provincial website to the Provincial Social media sites
• To use social media marketing tools to create and maintain the Provincial Grand Lodge brand
• To research social media trends and recommend action to be taken
• To set key performance indicators (KPIs) for social media campaigns, such as targets for a certain number of shares or likes and measuring performance against those KPIs
• Crafting engaging content for the Provincial Social media sites. Constantly align content with users trends and market changes to interest and engage people

Key Responsibilities:

• To process and respond to all incoming membership inquiries
• To distribute those inquiries to local Lodges for follow up
• To ensure that all Lodge applications for membership, passing, raising and leavers are promptly processed
• To liaise with the Grand Lodge of Spain to ensure that all registrations are processed

Key Responsibilities:

• To write Press Releases and maintain relationships with the media
• To author News and Event posts for the Provincial website
• To produce and edit the Provincial Newsletter
• Maintain the Provincial Events Calendar
• Maintain the Provincial Summons Library