Office Manager

Office of State Representative Jeanne Kapela Hawaiʻi State House of Representatives, District 5 POSITION OVERVIEW The Office of State Representative Jeanne Kapela seeks a highly organized, proactive, and community-minded Legislative Office Manager to oversee daily operations in a fast-paced legislative office. The Office Manager works closely with the Representative to manage competing priorities, maintain effective office systems, support constituent services, coordinate legislative and community work and events, and ensure timely follow-through. This position requires someone who can process information quickly, anticipate needs, exercise sound judgment, and communicate with professionalism, compassion, and aloha. The ideal candidate is dependable, proactive, adaptable, detail-oriented, and comfortable working independently. They must be able to move between administrative, legislative, communications, and forward-facing constituent-service responsibilities while maintaining accuracy, discretion, and composure. KEY RESPONSIBILITIES Office Management and Organization 1.Manage the day-to-day operations of the legislative office, including calendars, communications, records, deadlines, files, and administrative systems. 2.Help the Representative remain organized, prepared, and informed by tracking meetings, commitments, correspondence, constituent requests, assignments, and follow‑up items. 3.Maintain clear systems for prioritizing work, documenting progress, and ensuring that tasks are completed on time. 4.Coordinate meetings, travel, scheduling, office logistics, and other administrative needs. 5.Process incoming information quickly, identify urgent or sensitive matters, and elevate issues requiring the Representative’s attention. Constituent and Community Services 1.Respond to constituent inquiries with professionalism, empathy, patience, and discretion. 2.Document constituent requests, conduct necessary research, coordinate with government agencies and community partners, and ensure appropriate follow‑through. 3.Maintain accurate and confidential constituent records. 4.Help identify recurring community concerns and provide the Representative with clear updates about emerging needs and unresolved matters. 5.Build and maintain positive working relationships with constituents, government officials, advocates, nonprofit organizations, businesses, and community leaders. Legislative Support 1.Conduct information‑gathering and research related to legislation, government programs, policies, agency operations, and district priorities. 2.Assist with the preparation of legislative materials, research summaries, briefing documents, testimony, correspondence, and meeting notes. 3.Help prepare the Representative for public hearings, informational briefings, meetings, and other legislative responsibilities. 4.Track legislation, committee deadlines, agency responses, and other assignments during the legislative session. Communications and Social Media 1.Draft, edit, and proofread correspondence, newsletters, public statements, social media content, meeting materials, summaries, certificates, and other office communications. 2.Ensure that communications are accurate, polished, accessible, and appropriate for the intended audience. 3.Support the office’s social media platforms, including drafting content, creating basic graphics, maintaining a content calendar, and sharing timely public information. 4.Assist with communications during emergencies and other periods of heightened community need. Events and Community Engagement 1.Help plan and coordinate community meetings, town halls, informational briefings, resource fairs, office events, and emergency‑response activities. 2.Coordinate logistics, outreach, materials, agency participation, volunteers, and follow‑up. 3.Represent the office professionally when interacting with community members and partner organizations. 4.Perform other duties as assigned by the Representative. MINIMUM QUALIFICATIONS Knowledge of office best practices and procedures, particularly in a government, legislative, nonprofit, political, community‑based, or public‑fac­ing environment. Preferably in a management position. Strong organizational and time‑management skills, with the ability to manage multiple deadlines and rapidly changing priorities. Excellent written and verbal communication skills. Strong proofreading, editing, grammar, and formatting skills. The ability to research unfamiliar issues, synthesize information, and communicate key findings clearly. Proficiency with email, calendars, word processing, spreadsheets, shared drives, virtual meeting platforms, and other standard office technology. (Microsoft, Google, Zoom, Notion) The ability to work independently, take initiative, solve problems, and recognize when a matter should be elevated to the Representative. The ability to communicate tactfully and respectfully with people from different backgrounds and perspectives. PREFERRED QUALIFICATIONS 1.Bachelors degree or higher 2.Experience in a legislative office, government agency, nonprofit organization, political campaign, community organization, communications role, or other fast‑paced professional environment. 3.Familiarity with the Hawaiʻi State Legislature, state and county government, or public policy. 4.Familiarity with Hawaiʻi Island and the communities of House District 5, including South Kona, Kaʻū, Puna, and Keaʻau. 5.Experience managing professional social media accounts or creating public‑fac­ing digital content. 6.Experience with constituent services, community outreach, event coordination, or emergency response. 7.Basic graphic‑design experience using Canva or a similar platform. 8.Demonstrated cultural sensitivity and an understanding of Hawaiʻi’s communities, values, and public institutions. QUALITIES NEEDED FOR SUCCESS The successful candidate will: Anticipate needs and take appropriate action without waiting for repeated direction. Process information quickly while maintaining accuracy and attention to detail. Take ownership of assignments and follow them through to completion. Communicate proactively and provide concise, useful updates. Remain calm, flexible, and solutions‑oriented when priorities change. Receive direction and feedback professionally and make corrections promptly. Identify mistakes or potential problems early and communicate them honestly. Treat constituents and community partners with dignity, patience, professionalism, and aloha. Understand that responsiveness, discretion, accuracy, and follow‑through are essential to maintaining the public’s trust. POSITION DETAILS Location: Hawaii State Capitol with need to fly to Hawaiʻi Island/Hybrid] Schedule: Full-time. Some evening, weekend, legislative‑session, emergency‑response, and interisland travel responsibilities may be required. Anticipated start date: ASAP, November 2026 Compensation: $5,091/Monthly $61,092/Annually #J-18808-Ljbffr Hawaii State Capitol