Executive Assistant (Seagull Schools, Honolulu)

Job Description

Job Description

Job title: Executive Assistant

Job overview:

The Executive Assistant coordinates and assists the Chief Executive Officer with confidential, highly visible and time-sensitive administrative responsibilities within the Schools’ policies and guidelines, approved budget, pertinent state and federal compliance and licensing requirements, and NAEYC accreditation requirements.

All associates are expected to be ambassadors of Seagull Schools and positively contribute to the School’s vision, mission, values and objectives in cooperation and collaboration with people within the organization and the community.

Key responsibilities:

Personal Accountability

• Work with the Chief Executive Officer to achieve a shared vision, mission, guiding values, major goals, continuous improvement, strategic plans and processes that are in the best interest of Seagull Schools as a whole, including all its associates, children, families, patrons and volunteers.
• Deliver clear and timely communication, consistent processes, uphold accountability and performance expectations to function as a cohesive team.
• Demonstrate personal leadership to foster a positive workplace environment with trust, respect, integrity, diversity, open communication, accountability, transparency, ethical and responsible action by each person involved and associated with the organization.

Business Office Administration

• Assist the Chief Executive Officer in the daily office administration to support the programs, activities, and operations within Seagull Schools' guidelines and tailored to the interests and needs of its associates, children, families, patrons, and volunteers.
• Provide customer service by phone, in person, correspondence, and email. Help answer questions or direct inquiries to the appropriate contacts; schedule external appointments and internal meetings as guided by the Chief Executive Officer.
• Complete the detailed planning, logistics, and coordination for various internal meetings and external events as guided by the Chief Executive Officer.
• Assist the Chief Executive Officer in preparing, distributing, and tracking confidential reports, requests for proposals, and fund applications.
• Assist in drafting, assembling, and distributing written communication for clients and donors.
• Diplomatically address and coordinate requests to interact with the Chief Executive Officer. Assist Chief Executive Officer in organizing schedules, meeting minutes, and ticklers to follow up on action items.
• Assist in organizing and coordinating community outreach and fund-raising campaigns, maintain public relations with clients, childcare referral resources, prospective workforce, community volunteers, universities, colleges, or community colleges.
• Organize and maintain board meeting files, business and financial reports and records.
• Assist the Chief Executive Officer to coordinate communication and safety measures required for operational and natural disaster emergencies,

Required Education and Experience

• Bachelor’s degree or equivalent education and work experience.
• 3 years of full-time experience as an Executive Assistant or equivalent.
• Highly proficient in using computer software programs for word processing, spreadsheets, presentations, data files, and researching information.
• Effective command of verbal and written English language to communicate with internal and external contacts.

Work Authorization, Health and Security Clearance

• First Aid/CPR Certification
• Medical clearance from infectious diseases and other health issues in order to work in a child and applicable adult center environment.
• Security clearance in order to work in a child and applicable adult center environment.
• Valid driver’s license.
• Access to an insured vehicle with valid registration and safety check.

Benefits:

• Paid Time Off (PTO) leave.
• Bereavement leave.
• 19+ paid holidays.
• Medical, vision, prescription drug, and dental insurance.
• Supplemental health insurance through AFLAC.
• Healthcare and dependent care flexible spending accounts (FSA).
• 401(k) retirement plan with employer matching.
• Employee child tuition discount.

About Us:

Seagull Schools provides children an exceptional start to their educational journey. We do this in partnership with our learning community (families, students, teachers, kūpuna) by:

• Ensuring we use nationally-recognized best practices in early childhood learning and care.
• Learning through play and having fun!
• Providing affordable, accessible educational opportunities of the highest quality.
• Recognizing individual needs and interests to create personalized learning opportunities.
• Building connections and engaging with our local community.