Senior Executive Assistant to the COO
3 days ago
Honolulu
How To Apply Go to our website (www.oha.org./jobs) to download and fill out a completed application along with a resume and cover letter to: OFFICE OF HAWAIIAN AFFAIRS 560 N. Nimitz Highway, Suite 200 Honolulu, Hawai‘i 96817 Attention: Human Resources Or via email: careers@oha.org Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency. Closing Date: June 3, 2026 at 4:30pm HST $69,600 – $88,152 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications. The Senior Executive Assistant is responsible for providing high-level day-to-day administrative and executive support to the Chief Operating Officer (“COO”) and handling a wide range of executive support activities for the Executive Office with little or no supervision. The Senior Executive Assistant regularly exercises discretion, independent judgment, professionalism, and initiative in resolving complex administrative matters and coordinating Executive Office activities. This position is responsible for managing executive scheduling and communications, preparing correspondence and presentation materials, coordinating meetings and administrative activities, maintaining records and tracking systems, and supporting organizational and operational activities for the COO and Executive Office. The position also assists with preparing reports, presentations, progress tracking documents, and other materials necessary to support executive decision-making and organizational priorities. ESSENTIAL FUNCTIONS & RESPONSIBILITIES 1.Administrative and Executive Support for Chief Operating Officer • Serves as the personal and confidential assistant to the COO, and administrative support to the COO. Handles confidential information which may have an impact on OHA’s operations, performance or reputation if shared beyond its intended audience., • Serves as technical and administrative support for the COO by researching, compiling, organizing, and preparing information, reports, correspondence, documents, matrices, charts, presentations, and other supporting materials., • Responsible for managing complex schedules and calendars of the COO. Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities using discretion and independent judgment., • Screens, prioritizes, and directs visitors, telephone calls, mail, and electronic communications for the COO. Identifies matters requiring personal attention by the COO and refers other matters to appropriate staff for response or follow-up., • Serves as liaison between the COO and OHA staff, external agencies, community organizations, consultants, vendors, and other stakeholders., • Assists the COO in preparing correspondence, reports, meeting materials, executive summaries, talking points, briefing materials, and presentation notes., • Develops, edits, formats, and maintains professional PowerPoint presentations, slide decks, visual materials, charts, and executive support documents for meetings, conferences, presentations, and other engagements., • Prepares and organizes materials for conferences, meetings, and executive sessions. May attend meetings to take notes, prepare summaries or minutes, and track follow-up items and action steps., • Anticipates administrative support needs by monitoring priorities, deadlines, scheduling conflicts, and pending follow-up items for the COO., • Requisitions supplies, equipment, printing, maintenance and other services for the COO. 2.Executive Office Responsibilities • Assists with tracking deadlines, assignments, follow-up items, meeting action items, and related administrative activities for the Executive Office as necessary. Maintains progress tracking documents, status reports, calendars, and related administrative tracking systems to support organization and timely follow-through., • On behalf of the COO, conducts inquiries and responds to inquiries pertaining to assigned work activities, projects, or Executive Office matters., • Assists with planning, coordinating, and monitoring administrative and organizational activities related to Executive Office support functions., • Coordinates and follows up with divisions and departments regarding pending assignments, requested information, deadlines, meeting materials, and action items., • Assists with collecting, compiling, organizing, and preparing operational, statistical, financial, and administrative information for executive review, reports, presentations, and meetings., • Provides information to individuals seeking information on divisions, programs, operations, and Executive Office activities. Refers detailed inquiries to the appropriate Directors or Managers., • Reviews and checks records, reports, forms, and other documents for accuracy, completeness, and conformance with established OHA policies and procedures., • Assists with improving administrative workflows, tracking systems, and office procedures to support efficiency and organization within the Executive Office., • Assists with preparation and coordination of materials for executive meetings, leadership meetings, strategic planning sessions, presentations, retreats, and other organizational activities as assigned. 3.Accounting Activities • Manages the COO accounting and administrative support activities. Prepares purchase requisitions, invoice payments, check requests, reimbursements requests, and related financial documentation., • Maintains records of expenditures and related financial activities for the COO., • Assists with the preparation and monitoring of budgets and provides information regarding budget variances as requested., • Assists with collecting and compiling statistical, financial and other information for monthly, periodic, special, and administrative reports. 4.Records Management Responsibilities Prepares, organizes, and maintains COO files and records in an organized and accessible manner. • Oversees retention and maintenance of COO records and ensures records and documents are maintained in accordance with OHA record retention policies and applicable procedures., • Coordinates gathering of all documents, files, and electronic records needed to respond to audits, public records requests, complaints, investigations, or legal proceedings as directed., • Ensures correspondence, records, and documentation are maintained accurately and appropriately. 5.This position is based on O‘ahu, with an expectation of regular, in-person attendance at the designated duty station. Limited telework may be authorized in accordance with the OHA Employee Handbook and subject to supervisory approval. OTHER DUTIES/RESPONSIBILITIES Performs other duties as assigned by the COO. MINIMUM QUALIFICATIONS Education, Training and/or Experience • High school diploma is required. A degree from an accredited university or community college, business or technical school is preferred., • Six (6) years of secretarial or clerical experience with demonstrated proficiency in English grammar, spelling and arithmetic; the ability to read and understand oral and written instructions; and speak and write effectively., • Three (3) years of experience working independently as an executive assistant to a department manager or executive. Knowledge, Skills and Abilities 1.Must have working knowledge of: • Native Hawaiian community and culture, • Executive operations, • Confidential and sensitive information handling discretion and professionalism, • Project management (including planning, organizing, scheduling, and prioritizing), • Basic budgeting procedures and financial recordkeeping, • Basic research and data analysis, • Filing documentation and record management 2.Must have demonstrated skills or ability to: • Manage multiple priorities and deadlines with minimal supervision, • Prepare professional presentations, reports, charts, summaries, and executive support materials, • Strong organizational, administrative, and time management skills, • Strong attention to detail and follow-through, • Excellent written and verbal communication skills, • Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, • Establish and maintain effective working relationships with staff, leadership, external agencies, and community stakeholders, • Independently resolve complex administrative issues and coordinate follow-up activities
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