Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Industry: Non-Profit

Duration: Temp-to-Hire, ASAP – 3 months w/ possible extension

Hours: Full-time, 40 hours/week * Generally Monday through Friday during business hours. Some evenings, weekends and holidays as needed. Hours and days may vary based on the needs of the organization*

Location: Honolulu, HI

Parking: Provided

Pay Rate: $17.00 – $22.00/hour, Negotiable, Based on Experience

This private non-profit organization assist the homeless community by creating and offering tailored solutions for those in crisis, and nurture homeless people toward greater self-direction and responsibility. This non-profit partners in government, business and community organizations, to deliver a spectrum of services with urgency, embrace innovation, and advocate for system changes through community education and outreach.

Position Summary:

Provides administrative and clerical support to the Chief Administrative Officer (CAO) and the Board of Directors (BOD). Manages the CAO’s calendar and screens/directs phone calls often acting as a point of contact to facilitate internal and external communication.

Description:

• Receive and greet visitors, staff and guests, direct as appropriate while demonstrating professional courtesy, discretion and maintaining confidentiality at all times; courteously answer phones, provide information, take accurate messages and direct calls as appropriate.

• Work collaboratively with senior leadership team to ensure that executive information is timely communicated.  

• Prepare internal and external documents for distribution to team members and community partners as directed.

• Schedule and organize the CAO’s meetings and appointments; schedule and organize Board of Director (BOD) and sub-committee meetings.

• Maintain and organized paper and electronic filing system for Executive Office.

• Assemble and coordinate materials for grant proposals and revisions, requests for proposals.

• Prepare and draft agendas for leadership team and BOD meetings; email or mail prepared information/meeting packets to board members one week prior to scheduled meetings or as directed.

• Prepare and distribute appropriate formal resolutions, all BOD meeting minutes, orientation binders for newly elected board members; maintain board official files.

• Track projects and following up with task owners to ensure timely completion of deliverables. 

• Serve as the organization’s Notary Public. 

• Per request, obtain the required signatures from the BOD as needed.

• Manage travel arrangements for conferences and executive level trainings. 

• Attend all mandatory trainings, general staff and department meetings as directed. 

• Performs other duties and accepts responsibilities as assigned.

• This position may have daily supervisory responsibility of community volunteers or interns who are providing assistance with special projects or assignments that support the department. The responsibility when assigned, includes ensuring volunteers are working safely, are monitored, and supported to have a positive volunteer experience.

Requirements:

• HS diploma or GED equivalent

• Three years of administrative experience or executive assistant experience in busy office setting; experience working in an environment serving disenfranchised or medically fragile population

• Excellent computer skills; able to navigate Google email, Microsoft applications and databases

• Bachelor's degree preferred

• Office Management Certification preferred

• Three to five years of executive administrative experience providing support to multiple executives or experience in busy office setting

• Experience working in a Nonprofit or Human Services environment preferred

• Valid Driver’s License and clean Traffic Abstract

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ID# 1613646

All offers are contingent upon the successful completion of background and reference checks. In addition, the following health screens are required:

• Must show proof of being fully vaccinated against COVID-19 unless a reasonable accommodation is approved. If partially vaccinated, or approved for a vaccine exemption, employees must comply by submitting weekly negative test results from an approved COVID-19 test (PCR or NAAT).

Interested Applicants: Please visit us online at www.staffingsolutionsofhawaii.com to view additional positions. Applications will only be reviewed for applicants currently living in the state of Hawaii and who are available for an interview with Staffing Solutions. #SSOH

Why work with Staffing Solutions of Hawaii:

• We are a local, award winning, and growing privately owned agency in business for 25 years

• Employees enjoy competitive pay, stimulating careers, and excellent growth opportunities!

• We have over 120 job positions including full-time, part-time, and internship opportunities inclusive with medical benefits options

• We partner with 100+ organizations in Hawaii, such as Kaiser Permanente, Bank of Hawaii, Hawaiian Airlines, Hilton Grand Vacations, KHON 2 News and many more!

We are proud to be an Equal Employment Opportunity and Affirmative Action employer, including females, minorities, protected Veterans and those with disability.