Executive Assistant II (EM-07)

County Of Maui

Full-time - Mid Level

Waste Management and Remediation Services

About the position

The Executive Assistant II position provides top-level staff and executive assistance to the Mayor or the Managing Director of Maui County, playing a crucial role in the overall administration of the County Government. This position is characterized by its responsibility for managing complex tasks that require extensive coordination with community groups, private industry, and intergovernmental agencies. The role demands a high level of discretion and the ability to handle sensitive information, as well as the capacity to make informed recommendations based on a thorough understanding of the policies and goals of the Mayor and Managing Director. In this capacity, the Executive Assistant II will review materials, reports, and communications related to administrative, financial, and budgetary matters, providing recommendations for their disposition. The assistant will also advise the Mayor or Managing Director on decision-making by presenting information and outlining alternatives, ensuring that all actions align with departmental management and operational goals. The role involves conducting administrative investigations and management studies, analyzing organizational procedures, and preparing reports and recommendations that influence the direction of various county programs. Additionally, the Executive Assistant II will serve as a liaison between the County of Maui and other governmental jurisdictions, coordinating activities and ensuring effective communication. The position requires the preparation of drafts, analyses, and comments on proposed legislation, as well as participation in various administrative committees. The assistant may also supervise assigned employees within the Office of the Mayor or the Department of Management, further emphasizing the leadership aspect of this role.

Responsibilities

• Provide top-level staff and executive assistance to the Mayor or the Managing Director.
• Review materials, reports, and communications related to administrative or financial matters and make recommendations.
• Advise the Mayor or Managing Director in decision-making by providing information and outlining alternatives.
• Review budgetary or personnel requests from various agencies and make recommendations based on administrative goals.
• Conduct administrative investigations and management studies, preparing reports and recommendations.
• Conduct studies and analyses of regulatory agencies for effectiveness and efficiency, submitting recommendations.
• Research and develop major projects such as island-wide transportation services and mass transit.
• Meet with departmental officials to resolve problems and clarify agency functions and objectives.
• Review legal decisions and keep the Mayor and Managing Director informed of their significance.
• Prepare administrative orders and directives for the Mayor or Managing Director.
• Serve as a liaison officer coordinating activities between the County of Maui and other governmental jurisdictions.
• Prepare drafts, analyses, and comments on proposed bills for the legislature or County Council.
• Serve on various administrative committees as assigned.
• Meet with community groups to explain County programs.
• Supervise assigned employees in the Office of the Mayor or the Department of Management.

Requirements

• Bachelor's degree in public or business administration, economics, or a related field.
• Four years of responsible administrative experience in government or private business for Grade I.
• Five years of responsible administrative experience in government or private business for Grade II.
• Experience in transportation planning or related activities for specialized positions.
• Possession of a valid motor vehicle operator's license (Type 3).
• Knowledge of governmental organization, public administration principles, and practices.
• Ability to conduct studies and prepare management recommendations, analyze facts, and write clear reports.

Nice-to-haves

• Experience in grant writing and report writing.
• Public speaking skills.
• Familiarity with personal computers and applications including word processing, spreadsheets, and databases.