Executive Assistant

Summary

Family Programs Hawaii is seeking an Executive Assistant to provide vital administrative and operational support. This position plays a crucial role in maintaining organized and efficient workflows, supporting both day-to-day operations and program-related administrative needs.

Essential Functions:

Administrative Support:

• Assist executive leadership by scheduling meetings, managing calendars, and organizing travel arrangements.
• Support the Board of Directors meetings by preparing agendas, scheduling meetings, confirming attendance, and taking and distributing detailed minutes.
• Organize staff and administrative meetings, including drafting agendas, taking minutes, and facilitating follow-up communications.

Event Coordination:

• Plan and execute office events such as staff holiday parties, team celebrations, and employee engagement initiatives.
• Oversee event logistics, including booking venues, coordinating catering, creating event schedules, and managing registration/check-in.

Compliance and Processes:

• Prepare and maintain files for compliance requirements, including COA reaccreditation and CPI licensing paperwork.
• Assist with administrative tasks related to New Hire Onboarding
• Maintain systems such as staff tracking and training assignments.

Office Operations:

• Oversee the maintenance of office equipment, troubleshoot technical issues, and liaise with external IT and maintenance vendors.
• Distribute office keys and fobs for new hires and terminate access for departing employees.
• Maintain inventory of office supplies, reorder as needed, and organize storage areas for efficiency.
• Create and manage office coverage and parking schedules to ensure seamless daily operations.
• Process and distribute daily mail, log incoming cash receipts, and manage outgoing correspondence.

Other Duties:

• Provide support for program-related administrative tasks as needed, such as assisting with event logistics, updating dashboards, and managing compliance paperwork.
• Assist with special projects and organizational initiatives as assigned by leadership.

Minimum Qualifications:

• Associate or Bachelor’s degree preferred, or equivalent experience in a relevant field.
• 1-2 years of experience in administrative support, program coordination, or operations.
• Strong organizational and multitasking abilities, with attention to detail.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint, as well as database management systems and virtual meeting platforms.
• Ability to work collaboratively in a team environment while managing independent responsibilities.

Preferred Qualifications:

• Associate or Bachelor’s degree preferred, or equivalent experience in a relevant field.
• 2–3 years of experience in administrative support, program coordination, or operations.
• Strong organizational and multitasking abilities, with attention to detail.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint, as well as database management systems and virtual meeting platforms.
• Ability to work collaboratively in a team environment while managing independent responsibilities.