Executive Assistant

Maui Economic Opportunity - Wailuku, HI

Full-time - Mid Level

Wailuku, HI

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Assistant is responsible for overseeing office administration and providing executive support to the CEO. This role involves managing and training administrative staff, coordinating executive outreach, and overseeing special projects. The Executive Assistant acts as a liaison between the CEO and other stakeholders, ensuring efficient communication and organization within the agency.

Responsibilities

• Oversee and supervise day-to-day administrative activities while assisting in operational functions.
• Supervise administrative staff and oversee services such as database maintenance, correspondence, and travel arrangements.
• Ensure administrative staff collect and manage materials for correspondence, reports, and proposals.
• Maintain a current mailing list for all MEO boards, councils, committees, and business associates.
• Coach and train administrative staff to maximize productivity and maintain uniform correspondence procedures.
• Ensure compliance with MEO's Document Retention and Destruction Plan.
• Support the CEO in accomplishing key tasks and agency initiatives.
• Act as the primary contact for the Office of the CEO and liaise with the board of directors and senior management.
• Keep the CEO informed of deadlines, appointments, and priority work.
• Coordinate board meetings and trainings, and maintain committee and board meeting minutes.
• Write, edit, and proofread correspondence and reports.
• Coordinate agency activities such as board installation and fundraising events.
• Act as a notary and oversee special projects as needed.
• Ensure compliance with federal, state, and local laws regarding safety and operations.
• Promote a high level of customer service and maintain a safety culture.

Requirements

• Three to five years of experience in a related field with previous supervisory experience.
• Working knowledge of supervision and staff development.
• Understanding of business and office practices, policies, and procedures.
• Demonstrated skills in an administrative capacity relevant to nonprofit support services.
• General knowledge of the political process and its relationship to nonprofit agencies.
• Ability to supervise, instruct, and motivate others.
• Self-motivated, organized, and detail-oriented with good judgment and confidentiality.
• Excellent interpersonal skills, including verbal, written, and listening abilities.
• Proficient in various office machines and computer applications, including word processing and spreadsheets.
• Ability to type 45 words per minute.

Nice-to-haves

• Ability to work varied shifts, including occasional evenings or weekends.