Executive Assistant to the Chief Operating Officer & Chief Financial Officer

Job Description

Job Description

About the University of Hawai ʻ i Foundation:

The University of Hawaiʻi (UH) Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7,000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from UH, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with UH by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with UH's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary:

The Executive Assistant (EA) to the Chief Operating Officer (COO) & Chief Financial Officer (CFO) provides high-level administrative, governance, and operational support to the COO & CFO and provides administrative and project coordination support to Accounting & Finance, and the Development & Planning Manager. Working in close partnership with the EA to the CEO, the EA to the COO & CFO supports Board of Trustees (BOT) and committee activities, including drafting minutes for Executive Committee and full Board meetings. The EA to the COO & CFO serves as the primary administrative liaison for the Foundation’s corporate insurance program and nonprofit regulatory filings, supports the internal Real Estate Committee in managing gifted property, coordinates documentation and recurring compliance activities related to trust, real estate, and bond matters, and assists with operating budget monitoring, vendor invoice processing, and financial and donor research that prepares the COO & CFO for meetings and decisions.

Reports to:

COO & CFO

Duties & Responsibilities:

Executive & Administrative Support

• Manage the COO & CFO’s calendar; schedule and coordinate meetings, prepare agendas and materials, track action items, and provide timely follow-up on matters arising from meetings.
• Prepare the COO & CFO for meetings by compiling briefing materials, including reports run from the financial system and donor information researched in the Customer Relationship Management (CRM) database.
• Research, draft, edit, and proofread correspondence, reports, presentations, and other documents, ensuring accuracy, consistency, and a high professional standard. Gather and compile information from various sources into the appropriate format, such as meeting materials, reports, or key talking points.
• Organize and facilitate travel arrangements, itineraries, and reimbursement documentation. Ensure signing authority coverage during the COO & CFO’s absences.
• Establish and maintain effective working relationships with a broad constituency inside and outside the UH Foundation and the UH System.
• Organize documents and meeting materials and maintain records in accordance with the UH Foundation’s record retention policy.
• Provide back-up administrative support with other administrative personnel for the seamless functioning of UH Foundation offices.

Board & Governance Support

• In partnership with the EA to the CEO, who serves as the primary BOT liaison, supports the coordination of BOT full board and committee meetings, including scheduling, logistics, and board and committee calendars.
• Draft minutes for Executive Committee and full board meetings; maintain resolutions and supporting governance documentation.
• Together with the EA to the CEO, review board packets and meeting materials prepared by the executive team for accuracy, completeness, and consistency prior to distribution.
• Assist with trustee onboarding and annual governance activities, including compiling conflict of interest disclosures and IRS Form 990 questionnaires.
• Serve as a professional point of contact for trustees and key stakeholders.

Insurance, Compliance & Regulatory Filings

• Serve as the primary liaison for the UH Foundation’s corporate insurance program: maintain a schedule of policies and renewal dates, coordinate with the insurance broker on renewal applications and information requests, and track certificates of insurance.
• Prepare and submit required filings with government agencies for nonprofit organizations (e.g., annual corporate and charitable registrations), and maintain a compliance calendar for corporate registrations, tax-exempt bond filings, and other recurring deadlines.

• Coordinate bond indenture disclosure filings and related documentation with Development and the Development & Planning Manager, including tracking recurring requirements and filing deadlines.
  

• Coordinate collection of documentation required for audits, compliance reviews, and regulatory filings.

Finance & Operations Support

• Participate in Finance team meetings and coordinate project status, open issues, decisions, and follow-up items to support visibility and timely completion of work.
• Monitor operating budgets for the COO & CFO’s areas of responsibility, applying a working knowledge of the UH Foundation’s operating budget policies to track spending and flag variances or questions.
• Coordinate with vendors on invoices, obtain required approvals, and ensure invoices are processed and paid in a timely manner in accordance with UH Foundation policies.
• Run and prepare reports from the financial system to support COO & CFO analysis, meetings, and decision-making.
• Develop and maintain a working knowledge of donor accounts and account administration policies; look up donor records in the CRM to support COO & CFO meeting preparation and inquiries.

• Prepare and coordinate documents for COO & CFO review and signature, including trust-related documents, real estate transaction documents, and related supporting materials; track execution and maintain completed documentation.

Real Estate Committee Support

• Provide administrative support to the internal Real Estate Committee, tracking the status of gifted real estate from acceptance through sale.
• Coordinate with brokers, appraisers, title and escrow companies, and other parties involved in the sale process; maintain property files and status reports; schedule committee meetings and document decisions and action items.

Projects & Other Duties

• Assist with benchmarking and research projects involving nonprofit organizations and institutionally related foundations.
• Support special projects and operational initiatives assigned by the COO & CFO.

• Provide project coordination and administrative support to Human Resources, Accounting & Finance, and the Development & Planning Manager, as priorities require.
• Perform other duties and activities in support of the UH Foundation’s mission as assigned.

Job Qualifications:

• Bachelor’s degree and a minimum of five years of progressively responsible administrative or executive support experience in corporate, higher education, nonprofit, or professional services environments; an equivalent combination of education and experience may be considered.
• Experience supporting a board of directors or trustees, including preparing board materials and drafting meeting minutes, strongly preferred.
• Working knowledge of basic accounting and budgeting concepts, accounts payable processes, and nonprofit operations. Familiarity with corporate insurance renewals and nonprofit regulatory filings preferred.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Experience running reports in a financial system and using a CRM or donor database preferred.
• Excellent writing, editing, and proofreading skills, with the ability to produce accurate, concise minutes and polished documents.
• Highly organized and detail-oriented, with strong project coordination skills and the ability to manage multiple priorities, projects, and deadlines in a fast-paced, complex environment.
• Demonstrated ability to work independently, exercise sound judgment, take initiative, and contribute collaboratively as part of a team.
• Strong verbal communication, customer service, interpersonal, and relationship management skills, with the ability to work effectively with a diverse community.
• Professional, reliable, proactive, and committed to excellence.
• Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive and confidential information, including donor, financial, and board matters, with discretion.
• Must pass a background check upon offer of employment.

Essential Functions:

• Ability to sit at a desk and use a computer for extended periods of time.
• Occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs.
• Ability to operate general office equipment such as computer, printer, photocopier, scanner, phone system, etc.
• Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
• Visual acuity to read printed and electronic documents and computer screens.
• Ability to communicate verbally and in writing so others will understand.
• Hearing and speaking abilities for in-person, phone, and video conversations.

Benefits:

UH Foundation voluntarily pays 100% of the following

• 10% 403(b) contributions after 7 months of employment. This is automatic and NOT dependent on the employee making any contributions. PLUS, ALL contributions are 100% immediately vested!
• Term life insurance
• AD&D insurance
• Short term disability insurance
• Long term disability insurance
• Tuition reimbursement after 1 year of employment
• Employee assistance program
• Generous PTO and paid holidays

UH Foundation voluntarily provides the following in which the company and employees share the cost

• Health, Prescription, Dental, and Vision Insurance
• Free parking after 5 years of service

Other benefits available for employees to purchase

• Medical Flexible Spending Account
• Dependent Care Flexible Spending Account
• Insurance coverages for spouse and/or children
• Critical care insurance
• Legal insurance
• Pet insurance