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Special Assistant to Executive Director

Hawaii Technology Development Corporation
Honolulu, HI Full Time
POSTED ON 2/5/2025
AVAILABLE BEFORE 5/2/2025

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3 days ago

HTDC SPECIAL ASSISTANT TO EXECUTIVE DIRECTOR

This position is part of the front line of the agency. This position interacts, communicates, and connects HTDC’s customers both external and internal. This position will lead special projects deemed necessary by the Executive Director as well as provide coordinative, liaison, and other responsible assistance to the Executive Director and Board of Directors and provides various administrative support for the agency regarding the legislative activities, personnel, procurement, secretarial and clerical support, travel, and other related administrative functions. Position conducts general research related to meetings as requested by the Executive Director. Position also works with various HTDC sections in coordinating program activities. This is an in-office position.

IDENTIFYING INFORMATION

Position Number : 101971

Department : Business, Economic Development & Tourism

Branch : Department of Business Economic Development & Tourism

Job closing date : January 31, 2025

INTRODUCTION

The Hawaii Technology Development Corporation (HTDC) is an agency of the State of Hawaii established in 1983 in accordance with Section 206M, HRS, and is attached to the Department of Business, Economic Development & Tourism (DBEDT) for administrative purposes. As a lead State agency in high technology research, development, demonstration, and management of incubation facilities, HTDC provides a broad array of technology industry programs and services to facilitate the growth and development of a commercial high technology industry in Hawaii. This is an in-office position.

MAJOR DUTIES AND RESPONSIBILITIES

A. Executive Director Special Projects 40%

  • Identify, investigate, evaluate and recommend new projects.
  • Consult with and provide information and knowledge to staff and others in government, business, and private organizations to discuss issues, coordinate activities, and resolve problems relating to management and development of a project. Work with stakeholders, project consultants, and community interests during the planning, design, and construction phases. Conduct or participate in public presentations including public informational meetings and hearings.
  • Serve as Legislative Coordinator, submit legislative testimonies, prepare and update legislative bills log. Notify the Executive Director of legislative hearings and track bills. Create legislative testimony templates.
  • Schedule meetings with legislators and prepare appropriate materials for distribution.
  • Under the direction of the Executive Director, ensure staff is informed of legislative initiatives and other actions or activities affecting the HTDC and its activities.

B. Administrative Assistance to the Executive Director 15%

  • Prepare or arrange for the preparation of correspondence, reports, forms, notices, instructions, directives and other written communication.
  • Receive, screen, and direct callers and visitors for the Executive Director. Manage the Executive Director’s schedule of meetings without prior clearance and ensure that the Executive Director is fully briefed before the scheduled meetings.
  • Recommend office procedures to the Executive Director and oversee their development and implementation.
  • Act on behalf of Executive Director in scheduling, coordinating with program managers, and checking on work-in-progress to ensure timely reply or action.
  • Research information for special projects as requested by the Executive Director, organize the materials and provide written or verbal summaries focusing on salient points to the Executive Director.
  • Instruct and inform staff on State and Agency policies and deadlines for programs.
  • Create and maintain organizational systems, including documentation and electronic filing system.
  • Arrange travel, including approvals, and reservations for transportation and lodging.
  • Provide general support to the Executive Director.

    • C. Administrative Assistance to the HTDC Board of Directors and Board Committees 10%

  • Coordinate Board correspondence with the Board Chair.
  • Schedule and prepare arrangements for board meetings and various committee meetings.
  • Prepare and maintain Board regular and executive session meeting notices, agendas, minutes, and materials for meetings of the Board and various committees in compliance with state laws. Ensure meeting agendas are posted before deadline.
  • On behalf of the Executive Director, Board and its committees, act as liaison to the Attorney General’s office.
  • Work closely with the Board and Committee Chairs to schedule meetings and effectively communicate decisions.
  • Assist the Board and various committees on activities related to HTDC.
  • Under the direction of the Executive Director, ensure staff is informed of Board initiatives and other actions or activities affecting the HTDC.
  • Arrange Board travel, travel documents and reimbursements when appropriate.

    • D. Administrative Support to HTDC 5%

  • On behalf of the Executive Director, review outgoing correspondence for procedural, factual and grammatical correctness and for conformance with policy regarding content, style and tone prior to signature.
  • Coordinate administrative and procedural matters with the DBEDT Director’s office and other State agencies including, but not limited to, subject matters such as legislation, legal issues, contracts, personnel, procurement and accounting.
  • Receive phone calls and visitors and respond to requests for information of a general or detailed nature as appropriate. Follow up with information or make referrals to other staff when deemed appropriate.
  • Arrange travel, including approvals, reservations for transportation and lodging for staff as assigned.
  • Provide administrative support to staff including, but not limited to, making purchases using his / her p-card, coordinating State sanctioned fundraising events and clerical support.
  • Provide administrative support for events such as coordinating registrations, arranging catering and speaker activities.
  • Coordinate HTDC personnel activities, including initiating personnel action requests on behalf of the Executive Director and Board of Directors.
  • Coordinate completion of annual performance appraisal reviews of staff and annual performance evaluation of the Executive Director.
  • Assist the Executive Director and program managers with non-routine personnel actions.

    • E. Perform Other Duties as Assigned 5%

    SALARY

    Commensurate with training and experience.

    REQUIRED LICENSES, CERTIFICATES, ETC.

    N / A

    RECOMMENDED QUALIFICATIONS

    A. Knowledge : General office management practices and procedures; business English, spelling, grammar, and style; governmental organization and administrative processes including legislative process, economic development program planning and development, contracts and purchasing, personnel; and other related functions.

    B. Skills / Abilities : Communicate effectively orally and in writing. Initiate, plan, organize, delegate, direct, coordinate, and carry out a broad range of secretarial and administrative functions in support of the Executive Director and the Board. Experience in taking official meeting minutes and familiarity with corporate Board functions. Work effectively in a fast-paced office with ongoing deadlines and rush projects. Deal effectively with public officials, corporate executives, representatives of interested groups, media, private sector officials, and members of the general public. Display discretion in matters of sensitivity and confidentiality. Personal or desktop computer proficient including Internet, E-mail, Microsoft Word, Excel, and PowerPoint.

    C. Education : Graduation from high school and graduation from college preferred.

    D. Experience : Minimum five (5) years in a progressively responsible position providing professional executive support, preferably a statewide or federal program.

    E. Substitution : Education and experience may be substituted for each other on a year-for-year basis.

    TOOLS, EQUIPMENT & MACHINES

    Proficiency with personal computer and peripheral equipment / software, calculator, copying machine, fax machine and other related office tools, equipment and machines.

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