Executive Assistant

Job Description

Job Description

SUMMARY OF POSITION

The Executive Assistant to the Executive Director is responsible for providing high level administrative and strategic support for the Executive Director. This includes project and calendar management, triaging internal and external requests, travel coordination, meeting planning, expense tracking, relationship management, email triage and response, and general administrative support. The primary goal of this position is to increase the Executive Director’s availability for executive-level responsibilities. 

This is a permanent, full-time, exempt, salaried position with HHHRC located in Honolulu, Hawaiʻi. Expected hours of work are generally between 8:00am to 4:30pm, Monday through Friday, with some evening and weekend attendance for required events. Salary is commensurate with experience.

REPORTING RELATIONSHIP:

Reports to:  Executive Director

Supervises:        N/A

ESSENTIAL DUTIES & RESPONSIBILITIES:

Executive Director Support: 

• Serve as the primary point of contact for the Executive Director.
  • Liaise with state and government entities, funders, legislators, partner organizations, and agency clients.
  • Liaise with the Board of Directors to schedule meetings and address related board matters.
• Design and implement effective systems to manage, communicate, triage, and schedule incoming requests for the Executive Director.
  • Manage the Executive Director’s schedule, including scheduling internal and external calls, meetings, and requests for review and approval. Take notes as needed.
  • Balance incoming scheduling requests by priority level.
  • Monitor and triage Executive Director’s email, ensuring responsiveness and converting to calendar and tasks lists.
  • Maintain a system for ensuring action items are completed in a timely manner.
• Manage logistics and prep work for meetings and training led by the Executive Director.
  • Develop and update PowerPoints and other training material.
  • Prepare and organize meeting documentation.
  • Record minutes as needed. 
• Manage the development, maintenance, tracking, and filing of important documents and processes for the Executive Director.
• Manage the Executive Director’s professional memberships to state and national-level organizations as requested. 
• Make travel arrangements, track expenses, and complete relevant expense reports for the Executive Director.
• Own scheduling and logistics for important fundraising activities for the Executive Director and support internal fundraising communication and strategy in coordination with the Development team.
• Assist with scheduling and preparing for media interviews and written communications in conjunction with the Communications team.
• Perform additional duties as needed or assigned. Duties are subject to change. 

Management & Staff Support: 

• Support communication between the Executive Director and the Management team through the creation of documents, presentations, and scheduling meetings.
• Support logistics and strategy related to trust building and relationship management with the Executive Director and HHHRC staff.
• Coordinate logistics and planning for virtual and in-person Executive team meetings and support with logistics and planning for other in-person Directors and/or all-staff meetings in collaboration with the Management & Grants Coordinator.
• Support the Executive Director, Management Team, and Board of Directors with confidential issues regarding strategic planning and personnel with high levels of discretion.
• Collaborate with individual program and department managers to provide logistical support and drafting of documents for projects. 
• Prepare meeting agendas, record minutes, and organize files for agency committees.  

GENERAL RESPONSIBILITIES:

• Contribute to a safe, creative, enthusiastic, and cooperative working environment for all.
• Work as a team with other staff and support team members.
• Maintain appropriate professional and ethical standards while serving as a representative of HHHRC.
• Observe and comply with rules and regulations – such as HHHRC Code of Conduct, Drug-Free Workplace – and other administrative policies of HHHRC.
• Abide by all policies and procedures of the HHHRC Health & Safety Program and the Quality Management Program. 
• Comply with HHHRC confidentiality policy, HIPAA requirements, cultural competencies, and rights to persons served, as well as CARF standards.
• Demonstrate steadfast understanding of, and commitment to, the Mission, Vision, and Values of HHHRC.  

WORKING CONDITIONS/PHYSICAL DEMANDS :

• Indoors, air-conditioned office area.
• Long hours sitting using office equipment and computers, which can cause muscle strain.
• Regular use of computers keyboards, telephone, and operating office equipment. 
• Essential physical activities: standing, sitting, walking, finger dexterity, seeing, hearing, speaking, reaching above, at, and below shoulder, and frequent gripping of an object. 
• Occasional physical activities: stooping, bending, squatting, twisting body, and lifting.
• Occasional lifting and carrying of supplies and equipment (up to 25 pounds).

REQUIRED QUALIFICATIONS:

Knowledge/Skills/Abilities:

• Superior computer skills. High level of proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint, etc.). 
• Excellent verbal and written communication skills.
• Knowledge of business English grammar and spelling, and common office equipment, practices, and procedures.
• Excellent interpersonal skills and ability to establish and maintain cooperative and productive work relationships and to give and receive constructive feedback to colleagues.
• Strong organizational skills and attention to detail, with the ability to maintain accurate and concise records.
• Excellent time management skills and ability to work under deadlines.
• Confident, adaptable problem-solver with the aptitude to quickly respond to change. Able to respond calmly and efficiently in stressful situations. 
• Ability to work in a fast-paced environment and manage multiple tasks simultaneously. 
• Demonstrated ability to work productively, both independently and as part of a team.
• Capability to work well and thrive professionally in an atmosphere of significant diversity, working with marginalized populations. 
• Non-judgmental attitude and ability to respect the knowledge, actions, and feelings of others. 

Education/Experience:

• High School diploma/GED.
• Three (3) years of relevant administrative experience, preferably as an Administrative Assistant or an Executive Assistant. May consider relevant post-secondary education as substitute for years of experience.
• Experience handling sensitive or confidential information with discretion.
• Experience working with all levels of employees and management.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in communications, business administration, or related field.
• Proficiency in web-based software (SurveyMonkey, Doodle scheduling, GSuite, social media platforms, etc.). 
• Active State of Hawaiʻi Notary Public commission and/or willingness and ability to apply for Notary commission if needed. 

REQUIRED WORK CARDS/CERTIFICATIONS:

• Valid Hawaii Driver's License and clean three-year (3-year) Driver's Abstract
• TB Clearance
• Hep B Clearance and/or Vaccination
• Must pass Center for Medicare/Medicaid Services eligibility screening.

H awai ʻ i Health &Harm Reduction Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.