Executive Assistant

Primary Purpose:

The Executive Assistant provides administrative support and assistance to the CEO/Executive Director. The position also assists other members of the Executive team as needed. The executive assistant is expected to operate as a business partner on important matters with little oversight.

Essential Duties:

Provide administrative support to the Executive Director/CEO and other members of the Executive Team as needed.

Executive assistant exercises judgement and discretion over matters of significance

Schedule internal and external meetings, luncheons, conference calls, and presentations.

Handle all details of planning meetings including coordinating IT equipment, reserving meeting rooms, catering, etc.

Manage Outlook calendars and schedules for the Executive Director/CEO and conference rooms

Draft, type, and edit correspondence, reports, memos, and other forms of internal and external records and communications, while maintaining a high level of confidentiality

Research, write and coordinate the grant submission process.

Compile data for various reports/projects as needed.

Prepare reports, memos, letters, presentations and other documents, using a variety of tools including word processing, spreadsheet, database, and/or presentation software.

Conserve executive's time by:

o Reading, researching, and routing correspondence

o Drafting letters and documents

o Collecting and analyzing information

o Initiating telecommunications

Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics

Secure information by completing data base backups as needed

Maintain executive's appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel

Represent the executive(s) by attending meetings in the executive's absence and speaking for the executive(s) when needed

Welcome guests, vendors, applicants and other visitors by greeting them and addressing inquiries

Protect operations by keeping information confidential.

Develop and maintain an efficient user-friendly filing system

Provide historical reference by developing and utilizing filing and retrieval systems;

Record meeting minutes and file accordingly

Coordinate activities for All-Staff meetings, Provider meetings and other training sessions.

Work effectively as an individual contributor and as a member of a team on select and ongoing projects.

Open, sort, and distribute incoming mail and other correspondence

Sort, stamp and otherwise process outgoing mail and other correspondence

Maintain an organized and efficient work space

Regular and reliable on-site attendance is required.

Other Duties:

Perform other related duties as assigned

Observe safety and security procedures; determine appropriate actions beyond guidelines; report potentially unsafe conditions; use equipment and materials properly.

Minimum Qualification Requirements:

Education:

Bachelor's degree from an accredited college or university required.

Experience:

Minimum 5 years of experience supporting an Executive team required.

Demonstrated ability to deliver desired results.

Skills/Knowledge:

Exceptional interpersonal skills; professional demeanor and attitude

Strong organizational skills

High level of attention to detail

Excellent verbal and written communication skills

Ability to prioritize key business objectives and respond quickly to changing priorities

Ability to work independently with minimal instruction and oversight

Able to multitask and work in a fast-paced environment

Proficient in Excel, Word and Outlook

Kalihi-Palama Health Center is an equal opportunity employer that is committed to diversity, and values the ways in which we are different. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristic protected by applicable law.