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Role Description

The Executive Assistant (EA) exudes the heart and passion for HCF’s mission: to inspire the spirit of giving and invest in people and solutions to benefit our community. The EA is responsible for providing professional and confidential high-level administrative support to the Vice President (VP) of Strategic Communications (SC). Key responsibilities include:

• Establishing and maintaining excellent communications and relationships with all vendors and staff.
• Handling confidential matters of the VP-SC with sound and independent judgment.
• Proactively identifying issues that could impact the successful execution of the VP’s and/or the Department’s commitments.
• Engaging in frequent interaction with other members of HCF’s senior management.
• Overseeing and ensuring follow-through and tracking of operational goals and work unit projects for the VP.
• Managing the VP’s calendar, including travel coordination and preparation of briefing materials.
• Processing expense reimbursement requests and monitoring department budgets.
• Coordinating VP’s supervisory meetings and preparing meeting agendas and materials.
• Fielding phone calls and emails from various stakeholders.
• Maintaining VP’s files, reports, and other information/data.
• Maintaining department policies and procedures.
• Making business-related travel arrangements for the VP and Communications team.
• Monitoring department timesheets for the VP.
• Performing administrative tasks including drafting correspondence and maintaining the overall Communications department calendar.
• Implementing and maintaining organized physical and computer files.
• Supporting VP’s use of data systems.
• Providing general support to the Communications department.
• Working on special projects as assigned.
• Providing front desk/welcome experience reception coverage on a rotation schedule.

Qualifications

• Five (5) years of experience supporting at an executive or managerial level required.
• Bachelor’s degree preferred or equivalent related experience of minimum of five (5) years of office experience.
• Minimum of three (3) years of experience with communications-oriented responsibilities preferred.
• High level of proficiency in Microsoft Outlook, Microsoft Word, Excel, Internet research, PowerPoint, and databases.
• Knowledge of communication tactics, such as media tracking and social media is helpful.
• Excellent research, analytical, writing, proofing, presentation, and organizational skills.
• Strong problem-solving skills and ability to work well with all types of people.
• Exhibits strong leadership and work ethic skills.
• Demonstrated passion for the betterment of Hawai‘i and its people.
• Knowledge, sensitivity, and understanding of the history and complexities of Hawai‘i’s multicultural community.
• Exceptional customer service oriented interpersonal skills.
• High level of discretion in working with sensitive or confidential information.
• Ability to represent HCF in a poised and professional manner.
• Understanding of public relations, Web, publications, and media industries.

Requirements

• Ability to operate general office equipment including computer, copier, printers, fax machine, etc.
• Ability to lift, carry, push, pull, up to 25 lbs. of general office material or equipment.
• Works under regular office conditions with the ability to work remotely.
• General office hours are Monday through Friday, 8:00 am to 5:00 pm, with flexible hours as needed.
• Required to travel as needed.

Company Description