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Job Description

A local company is seeking an experienced Executive Secretary to directly support leadership across multiple affiliated businesses. This role serves as a centralized point of coordination, managing communications, scheduling, and operational follow‑through while maintaining discretion and professionalism. The ideal candidate is highly organized, adaptable, and comfortable supporting dynamic, fast‑moving priorities.

Hours

Full-time, 40 hours per week with some flexibility and on‑call availability, including weekends and holidays as business needs require

Location

Kapolei, Oahu

Responsibilities

• Serve as a primary gatekeeper for leadership, managing and prioritizing incoming calls, messages, and requests.
• Manage executive calendars, appointments, travel coordination, and scheduling across business entities.
• Coordinate administrative and operational activities across multiple affiliated businesses to ensure efficiency and alignment.
• Maintain the highest level of confidentiality regarding company, employee, financial, and leadership information.
• Support employee coordination and administrative logistics in partnership with external HR providers.
• Track tasks, follow up on action items, and assist with operational problem‑solving.
• Provide high‑level administrative and coordination support, which may include personal errands and other duties as needed.
• Remain available on an on‑call basis as business needs require, including outside standard business hours.
• Assist with special projects and time‑sensitive matters as assigned by leadership.

Qualifications

• 5+ years of experience in executive support, operations management, office management, or a related role.
• Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
• Strong organizational, prioritization, and time‑management skills in a fast‑paced environment.
• Excellent written and verbal communication skills.
• Ability to work independently, exercise judgment, and manage competing priorities.
• High level of reliability, professionalism, and accountability.
• Proficiency with standard business tools (email, calendaring, document management systems).
• Flexibility to support irregular schedules and on‑call responsibilities as required.