EXECUTIVE ASSISTANT - 203136

Job Description

Job Description

About Imua Family Services

Since 1947, Imua Family Services has been an essential pillar of the Maui County community, empowering children and their families to reach their full potential through comprehensive early childhood development and intervention services. We pride ourselves on being a deeply collaborative, family-centered organization and are recognized leaders in our field.

Position Summary

The Executive Assistant provides high-level administrative, project management, and operational support to the Chief Executive Officer. The ideal candidate is a highly organized, proactive, and compassionate professional who thrives in a fast-paced nonprofit environment and possesses the cultural competence to represent Imua Family Services to donors, families, and community partners.

Qualifications

• Education & Experience: Associate degree or higher preferred, or an equivalent combination of education and 2–5 years of progressive administrative or executive support experience.

• Nonprofit Alignment: Previous experience in the nonprofit sector or healthcare/social services is highly preferred.

• Tech Proficiency: Advanced skills in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and proficiency with virtual meeting platforms (Zoom, Teams).

• Communication: Superior verbal and written communication skills with a compassionate, family-centered approach.

• Organizational Skills: Exceptional time-management capabilities, sharp attention to detail, and the ability to multitask effectively under pressure.

• Local Knowledge: Familiarity with the Maui community and the unique cultural landscapes of Maui County is a strong plus

Essential Duties and Responsibilities :

CEO Support

• Manage the CEO’s calendar, scheduling, meeting logistics, and travel coordination, including itineraries for the CEO, CFO, and COO as needed.

• Draft, format, proofread, and distribute correspondence, reports, presentations, agendas, minutes, board packets, talking points, speeches, and briefing materials.

• Track the CEO’s deadlines, action items, and priority projects to support timely follow-through.

• Serve as a primary point of coordination for executive communications with staff, board members, donors, partners, vendors, and community stakeholders.

• Screen and manage speaking requests directed to the CEO and the organization.

• Schedule staff meetings, ensure staff access to the CEO, and relay documents, mail, and items requiring CEO attention.

• Process purchase requests, reimbursements, invoices, and receipts for the CEO.

• Maintain discretion and confidentiality with sensitive organizational, personnel, financial, and strategic information.

Board of Directors & Committee Support

• Maintain the calendars of the Board of Directors.

• Coordinate Board and committee meeting logistics: scheduling, agendas, board packets, material distribution, minutes, and follow-up communication.

• Manage the BoardNetwork account and related server folders; train Board members on using the system as needed.

• Prepare Board Member applications and recruitment folders.

• Prepare travel requests and arrangements for the Board Chair when needed; coordinate travel arrangements for the Board of Directors as needed.

Agency-Wide Coordination & Administration

• Track organization-wide deadlines, projects, and follow-up items, and serve as a central point of contact for urgent organizational needs.

• Support office-wide communication and coordination, including preparing and distributing internal updates (in collaboration with the Communications Director).

• Manage several agency-wide email accounts — monitoring, responding, redirecting inquiries, and ensuring timely follow-up (in collaboration with the Communications Director).

• Schedule shared meetings and organization events and send reminders for agency-wide meetings and retreats.

• Help develop and standardize administrative processes; assist with data entry, reporting, and basic recordkeeping.

• Manage electronic agency collateral (letterhead, brochures, logos) and assist with supply ordering and office operations (in collaboration with the Office Manager).

• Contribute to agency-wide administrative and operational projects to support smooth day-to-day operations across departments.

Events, Fundraising & Outreach

• Assist the CEO with coordination of Annual Fundraising Events, including oversight, coordination, set-up, tear-down, and booking and negotiating vendors, permits, and rental agreements — in partnership with the COO.

• Support coordination of staff social activities and agency events

• Work with the COO to build event and program registration sites.

• Participate as necessary in fundraisers and other agency outreach activities that serve to increase the credibility and visibility of Imua Family Services in the community.

Financial & Purchasing Support

• Maintain a company credit card for booking expenses and services for the agency; complete appropriate paperwork and purchase requests

Records, Files & Inventory

• Maintain board and executive records, files, and reference materials (reports, minutes, correspondence) for the CEO and Board Chair in an organized and confidential manner.

• Organize and maintain electronic and paper files, records, and administrative systems to support efficient operations and information retrieval.

• In collaboration with the Director of Communications, manage media files for external and internal use.

• Store, distribute, and manage inventory of agency items (e.g., tablecloths, hotspots).

Other

• Perform other related duties as needed to support the CEO and the overall needs of the organization.

General

In performing the duties of this Job, the employee is regularly required to sit while working on the computer or answering phones. Mostly sedentary work, employee may occasionally be required to reach, stoop, bend, kneel, and crouch. The employee should have manual dexterity to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Travel

Available to travel on occasion for meetings, seminars, and training courses to locations on Maui, and outer islands and occasionally mainland travel.

The above information on this description has been designated to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

DECISION MAKING

• Exercises independent decisions making on major policy issues drawing on years of experience and extensive training or education. Able to make decisions that impact overall agency function and operations.

• Makes independent decisions with occasional guidance from supervisor. Able to make decisions that impact the direction of a department.

• Makes independent decisions on routine activities within the scope and function of the position.

• Job duties are largely routine and involve little or infrequent independent decision making.

WORKING CONDITIONS (environment)

Indoor air-conditioned office setting predominantly. Occasionally required to be outdoors for travel, and can be exposed to variable weather conditions. Support groups may be off-site in a community meeting space. Occasional inter-island travel by commercial air carrier or boat. Occasional exposure to noise, moisture, noxious odors, and gases. Occasional exposure to dust, dirt, cold, and biological and chemical agents.

Equipment:

Frequent use of telephone system and office equipment, i.e. computer, printer, FAX machine, copier, and general office supplies.

Physical Demands:

Frequent sitting at desk for office work. Driving of automobile for outside appointments and meetings. Occasional climbing stairs, step stools, occasional stooping, kneeling, crouching, crawling, reaching, and turning. Continuous use of corrected vision, depth perception, wide field vision, and color vision. Continuous use of olfactory, auditory and tactile senses. Occasional pushing/pulling and lifting.

Communication Demands:

Frequent talking to public regarding physicians, community agencies, and professionals. Talking on telephone, training/giving instructions, receiving instructions, writing, and composing written language. Ability to work with diverse populations and groups of Maui County, including individual with substance use disorders, mental health diagnosis, HIV positive individuals, and homeless individuals.

ABILITIES AND EXPERIENCE:

• Ability to speak to and work with a variety of people from various ethnic and socioeconomic groups.

• Ability to translate complex information about health insurance to individuals and groups with varied educational levels and backgrounds.

• Ability to work with other people in a collaborative manner.

• Ability to communicate both verbally and in writing.

• Ability to use office equipment, including computers and software packages proficiently.

• Responsibility for maintaining client confidentiality and PHI

• Effectively trained in cultural competencies

• Have transportation, i.e., automobile, etc. which is fully insured and has current registration, safety check, and Hawaii driver’s license.

• Ability to work agreed upon scheduled hours –may include some evenings and weekends

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that are required to perform this job. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

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EEO STATEMENT: As an EEO employer, Imua Family Services will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Imua Family Services hires only U.S. citizens and individuals lawfully authorized to work in the U.S.