Executive Assistant

Job Title: Executive Assistant to CEO

Location: Maui, Hawaii

About Us:

Keani Hawai'i is a thriving women’s luxury fashion boutique specializing in timeless apparel, jewelry, and accessories inspired by modern tropical fashion. With three successful locations and a growing e-commerce presence, we are known for our commitment to quality, creativity, and customer experience.

The owner and CEO is seeking a highly skilled Executive Assistant to help manage the diverse aspects of running and scaling her business. This role offers a unique opportunity to contribute meaningfully to a growing company while working closely with the leadership team.

About the Role:

This is more than an administrative role—it’s a dynamic position for someone who thrives on organization, efficiency, and problem-solving. As the Executive Assistant, you’ll work across multiple facets of the business, from managing daily operations to coordinating strategic projects. Your role will be integral to the company’s continued success as we grow and expand into new opportunities.

Key Responsibilities:

1. Strategic Calendar and Task Management

• Proactively manage the CEO’s calendar, scheduling meetings, appointments, and personal commitments to maximize productivity.
• Anticipate scheduling conflicts and resolve them with tact and efficiency.
• Organize daily, weekly, and monthly priorities, ensuring the CEO focuses on high-impact activities.
• Serve as a gatekeeper for meeting requests, protecting the CEO’s time by screening and prioritizing engagements.

2. Operational Oversight and Coordination

• Collaborate with the Operations Assistant to ensure seamless customer service, online order fulfillment, and team communication.
• Oversee inventory restocking processes, including tracking stock levels, placing vendor orders, and confirming deliveries.
• Develop systems for operational efficiency, identifying bottlenecks and suggesting process improvements.
• Coordinate logistics for pearl-picking and jewelry restocking to ensure stores are always well-stocked with high-demand items.

3. Vendor and Supplier Relations

• Act as the primary point of contact for vendors, managing communications, purchase orders, and contract renewals.
• Negotiate favorable terms with vendors to optimize costs while maintaining quality standards.
• Track and maintain records of vendor performance, ensuring timely deliveries and addressing any discrepancies.

4. Marketing and Creative Support

• Work closely with the Marketing Manager to align on campaign strategies, timelines, and deliverables.
• Review marketing content, providing feedback to ensure it aligns with brand standards and the CEO’s vision.
• Track the performance of marketing campaigns and prepare summaries for the CEO.
• Assist in planning and coordinating photo shoots, product launches, and seasonal promotions.

5. Human Resources and Team Support

• Coordinate hiring initiatives, including drafting job descriptions, posting openings, and pre-screening candidates.
• Manage onboarding processes for new hires, ensuring they are equipped with necessary tools and training.
• Maintain employee documentation, including performance reviews and schedules.
• Serve as a point of contact for HR-related inquiries and escalate issues to the CEO when necessary.

6. Financial and Administrative Support

• Track budgets and expenses for inventory, marketing, and operations, preparing monthly summaries for the CEO.
• Manage expense reports and ensure proper documentation of all financial transactions.
• Research and present cost-saving opportunities for recurring business expenses.

7. Project Management

• Take ownership of special projects, including vendor sourcing, coordinating product launches, and implementing new operational workflows.
• Create and manage project timelines, ensuring milestones are met on schedule.
• Monitor progress on multiple ongoing projects and provide regular updates to the CEO.

8. Leadership Support and Work-Life Balance Management

• Act as a trusted partner to the CEO, providing strategic input and handling sensitive or confidential matters with discretion.
• Identify and delegate tasks that can be handled independently, ensuring the CEO has the bandwidth to focus on long-term goals.
• Continuously seek ways to improve efficiency and reduce the CEO’s workload.

9. Communication and Reporting

• Draft, proofread, and send emails or communications on behalf of the CEO.
• Prepare concise reports and presentations summarizing operational performance, marketing outcomes, or project updates.
• Maintain clear and consistent communication with all team members to ensure alignment on goals and expectations.

Qualifications:

Experience:

5 years in an Executive Assistant, Business Operations, or similar role.

Experience in retail, fashion, and/or Shopify is a plus.

College degree required.

Skills:

• Exceptional organizational, multitasking, prioritizing, and problem-solving abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Excellent verbal and written communication skills are essential for communicating on behalf of the CEO.

Tools: Proficiency in project management software (e.g., Monday, Asana, Trello), Google Workspace, and basic inventory systems.

Personality: Proactive, resilient, resourceful, and able to work independently while maintaining strong communication.

Why Join Us?

• Meaningful Work: Be an integral part of a growing, dynamic business with opportunities to impact key areas of the company.
• Growth Potential: Opportunities to take on new responsibilities and grow with the business.
• Supportive Team: Join a culture of creativity, collaboration, and excellence.

*If you are interested, please provide a cover letter sharing how you feel you are aligned with the Keani Hawai'i brand and feel you are the right fit for this role. This is how you will show the CEO that you are truly serious in your interest. Mahalo!

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Makawao, HI 96768 (Required)

Ability to Relocate:

• Makawao, HI 96768: Relocate before starting work (Required)

Work Location: In person

Salary : $60,000