Executive Assistant

POSITION SUMMARY

Provide professional, executive level administrative support and assistance to the President & CEO; and liaison to the HDS Board of Directors, HDS Foundation Board of Directors, and Hawaii Client Services Board of Directors. Serve executive leadership and senior level leaders, and assist the Director of the HDS Foundation and General Counsel, as needed. Ability to work autonomously with little direction in a team environment, manage multiple projects concurrently and follow through. Strong organizational and prioritization skills, time management, efficiency and effectiveness are a must. Agility to navigate people, schedules, processes, and ability to maintain key relationships with executives and public sectors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Key Responsibilities

• Provide primary support to the HDS Board of Directors, HDS Foundation Board of Directors, HCS Board of Directors.

• Timely coordination of meetings and other requirements from point of concept to implementation. Coordinate and administer meeting schedules for the year for all three Boards and eight Committees. Event planning and negotiation of venue contracts for the Annual Meeting of the Members, Annual Board Retreat, and offsite December Board meeting. Responsible for overall logistics for all meetings and events.

• Anticipate and prepare agenda items for all Board and Committee meetings. Coordinate various due dates and notifications consistent with Board Bylaws. Prepare various correspondence, update Board records, compile, assemble and distribute meeting packets for all Board and Committee meetings.

• Attend all HDS Board, HDS Foundation Board, and HCS Board meetings quarterly, in addition to all Committee meetings. Record timely minutes for the meetings. Arrange overall logistics to include setting up meeting space, audio visual needs, catering and building management requirements.

• Manage the Board portal, maintain user access and licenses.

• Make travel arrangements (air, ground, hotel) for neighbor island Board members.

• Provide direct executive administrative support to President & CEO. Administer and maintain demanding appointment schedule to include Delta Dental Board and Committee meetings, external Board involvement, speaking and recognition events, and sponsorship engagements. Make inter-island, mainland, or overseas travel arrangements with efficient use of time and cost effectiveness. As gateway to the President & CEO, communicate with a variety of individuals of all levels, answer, field and/or respond to numerous emails and correspondence internally and externally. Maintain distribution of birthday cards and quarterly Coffee Hour meetings with employees. Prepare correspondence, spreadsheets, statistical reports and other material. Event planning and negotiation of venue contracts for offsite Annual Leadership Team Retreat and quarterly Mini Leadership Team Retreats.

• General Administrative Duties:

• Reconcile, prepare, and review monthly credit card expenses for President & CEO, Direct Reports, neighbor island Board members, and self. Ensure that expenses are complete and in accordance with policy and budget.

• Review and prepare documentation for CEO approval that includes invoices and various expense items, human resources forms, various contracts, correspondence, and documents.

• Analyze and prepare Executive Office cost center budget and ensure expenditures adhere to the budget.

• Provide requested documentation to Auditors and for other departmental audit requirements, in addition to annual DCCA reporting.

• Manage LifeLock subscriptions for executives and Board members.

• Maintain club memberships, subscriptions, and files.

• Semi-monthly timecard reporting for CEO, Direct Reports, and self.

• Monthly Anuko timecard reporting for CEO.

• Receive e-faxes, distribute accordingly.

• Leads the Administrative Assistants to provide support to the Executive Team and any administrative duties tasked to the Administrative Team.

• Coordinate in-office schedules and back-up support for the Administrative Assistants.

• Manages and coordinates reception coverage: answer phones, greet visitors, notify appropriate departments of visitors.

• Issue parking validations for guests and qualified employees, as needed.

• Assigns overall logistics to include setting up meeting space, audio visual needs, catering and building management requirements, when needed.

• Assigns management of the Board portal, maintain user access and licenses, when needed.

• Other miscellaneous administrative tasks that are assigned.

Other Duties and Responsibilities

• Assists Marketing with coordinating company-wide Quarterly Meetings dates.

• Other miscellaneous duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS AND EXPERIENCE

Education

Bachelor's degree in business administration or Para-Legal Certificate preferred, or an equivalent combination of education, training, or work experience.

Experience

Five (5) years of experience providing support at the executive level or four (4) years progressively responsible office administration experience.

Skills and Knowledge

• Ability to handle confidential and sensitive issues and materials.

• Excellent organizational and calendar management skills.

• Ability to handle multiple tasks and prioritize with some distractions and attention to details.

• Ability to communicate both orally and in writing with all levels of staff, board of directors, customers and vendors with diplomacy, sound judgment and discretion.

• High degree of professionalism, self-motivation, and flexibility.

• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook. Experience assisting management with the creation of PowerPoint presentations.

• Experience scheduling travel arrangements for management.

Note: The above information in this description has been designed 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 of all duties, responsibilities, and qualifications of employees assigned to this job. Hawaii Dental Service 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.