Administrative Coordinator

HMSA

Honolulu, HI

Administrative Assistance
- Exercises good decision making and independent judgment in relieving the assigned leader of all administrative detail, ensuring the most effective use of the leader's attention and focus by:
- Maintaining calendars for those assigned to maximize time efficiency, allow desk time, and schedule appointments with leaderships best interest in mind.
- Handling sensitive, proprietary, and/or confidential information, including directing matters/issues/problems to appropriate parties for review and/or response.
- Scheduling and organizing conference calls and meetings for the leader as needed.
- Ensuring that materials for meetings are received on a timely basis and are relevant, complete, and accurate.
- Preparing presentations, spreadsheets, and reports containing sensitive, proprietary and confidential information.
- Exhibiting resourcefulness, initiative and the ability to diplomatically yet effectively handle stressful situations including last minute unplanned needs and requirements, significant changes to scheduling or difficult internal or external callers or visitors.
- Providing assistance during project planning and implementation.
- Lead by example to instill a culture of engagement, accountability, professionalism, and innovation.
Office Coordination
- Record minutes of meetings, check documents for accuracy and completeness, develop meeting agendas, correspondence, etc.
- Organizes files, correspondence and other records. May include devising and improving filing and record-keeping systems and compiling a wide variety of standard and/or special reports.
- Assist in preparation of budget and monitors monthly budget variances.
- Compile management data and submit access requests for department colleagues.
- May also include complex and non-routine assignments requiring independent problem-solving, deviation from standard procedures, and creativity.
- Answer telephone in a professional manner, direct calls, take accurate messages.
- Safeguard highly confidential information from unauthorized disclosure.
- Receive sorts and distributes incoming mail, facsimile, etc. in a timely manner.
- Schedule appointments; arrange travel schedule and reservations for department colleagues as needed.
- Coordinating meetings, internally and externally; scheduling conference rooms, setting up, arranging for technology needs etc.
- Assist managers in the administration and coordination of day to day operational projects.
- Maintain inventory of supplies regularly to assure availability of needed supplies. Prepare supply and purchase requisitions as needed. Handle invoices and cost allocation assignments.
- Coordinate and schedule equipment repair and maintenance as needed. Liaison for building management including custodial staff to ensure proper cleanliness and sanitation of the premises.
Perform all other miscellaneous responsibilities and duties as assigned or directed.

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Vacancy posted 4 days ago

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