Administrative Assistant

Position Title: Administrative Specialist

Position Reports To: The Executive Director

Salary Range: Depends on Experience

______ Exempt          __X___ Non-Exempt

About the Pouhana O Nā Wāhine (Pillars of Women)

Pouhana O Nā Wāhine (Pouhana) is a Native-led 501c3 nonprofit organization focused on building the Native Hawaiian Resource Center on Domestic Violence (NHRCDV) to reduce disparities faced by Native Hawaiians (NH). Our vision is to restore balance of mind, body, and spirit, bringing our people to the state of well-being (pono); and to preserve and promote Hawaiian culture to help families and communities heal from domestic and sexual violence and colonization. The collective selected pouhana because the pouhana is the central wood pole used in traditional NH homes, and without the pouhana, the house falls apart, and wahine, like pouhana, are the strength of the family. Our mission is to advocate for NH families who face challenges related to domestic and gender-based violence by exercising our inherent sovereign rights as Indigenous people of Hawaiʻi to malama (care for and protect) our people. 

We are an equal opportunity employer encouraging Native Hawaiians and other Indigenous peoples to apply.

Position Summary 

The Administrative Specialist will work directly with the Executive Director (ED), and the Pouhana team, and will be responsible for performing a number of administrative and accounting duties. The ideal candidate understands, acknowledges, exudes and upholds the values of the ALOHA spirit law, is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment. This individual must also be attuned to cultural diversity specifically to the Native Hawaiian culture, ways of life, and understands the value of relationships.

The Administrative Specialist shall:

• Have a clear understanding of the concept and values of ALOHA and is able to uplift, uphold and exercise these values within the workplace, and communities we serve. 
• Have a deep understanding of violence against Native Hawaiian women and the importance of mutual respect, reciprocal relationships, while having cultural sensitivity and humility when working with Kanaka ʻŌiwi; and 
• Be naʻau driven, connect with individuals and build relationships that foster and mālama the work to increase safety of and healing for Native Hawaiian victim-survivors of domestic violence.

Essential Duties and Responsibilities

• In collaboration with the ED and other staff, supports the implementation of the organization’s annual deliverables accordingly. 
• Serves as the first public contact at the Pouhana office, answering questions, and providing information and resources as needed. 
• Works in collaboration with the ED and Comptroller to ensure accuracy of daily accounting duties and functions are in alignment. 
• Must be knowledgeable in ADOBE, all MS OFFICE PROGRAMS in order to perform necessary actions required for grant compliance, administrative and accounting functions. QuickBooks knowledge is a plus. 
• Works collaboratively with the Pouhana team  and provides support to the team as needed. 
• Acts as the administrative point of contact between ED and internal/external communication and needs.
• Undertakes the tasks of receiving calls, taking messages, and routing correspondence.
• Handles executives’ requests and queries promptly and appropriately.
• Conserves executive’s time by reading, researching, writing and routing correspondence; drafting letters and documents; collecting and analyzing information, initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains confidence and protects operations by keeping information confidential.  
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies.
• Maintains the cleanliness and order of the office space with vacuuming, dusting, and trash removal.
• Ensures operation of equipment by completing preventive maintenance requirements, following manufacturer’s instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Other duties as assigned by the ED as appropriate.

Organizational Responsibilities and Duties

• Supports a culture of ALOHA, positivity, collaboration, inclusion, and accountability within the organization. 
• Participates and helps facilitate meetings, setting agenda, and timelines to meet team needs and deliverables.
• Maintains inventory records of all equipment and fixed assets, updates inventory list and does a physical inventory every year. 
• Attends all required meetings, events, locally, and on the continent.
• Stays current on local, national, international events that may impact our work as an agency.
• Works closely with the ED to ensure all supporting documentation is provided for proper grant, budget, and accounting operations.
• Assist the ED with supporting the Board of Directors (BOD), scheduling annual meetings, prepare minutes and other documentation, travel arrangements and other duties as directed. 
• Keeps attuned and abreast with best practices within the field, and shares, and integrates transformative ideas and approaches. 
• Demonstrates the ability to contribute, positively lead, motivate, and collaborate with others. 
• Takes a solutions-oriented approach to promote positive working relationships and strengthens internal management and effective team building. 
• Ability to offer and receive constructive feedback. 
• Positively promotes the vision, mission, and strategic goals of the organization. 
• Other projects and responsibilities may be added and/or changed at the discretion of the ED.

Qualifications

• Education – 2-year college degree in Business Administration, Accounting, or another relevant field,  and experience as an Administrative Specialist  reporting directly to senior management is preferred; comparable experience will be considered.
• Must be able to work in the office and sometimes remotely.
• Must be flexible and able to work some nights, weekends, holidays based on the demands of the grant and deliverables. 
• Excellent computer skills, including knowledge of Google Workspace, Microsoft Office Suite, etc. 
• Proficiency in ADOBE, QuickBooks
• Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.
• Must be able to build and maintain relationships with other individuals, agencies etc that align with and support our work on the local, national and international levels. 
• Experience – Demonstrated professional work experience in outreach and communication with Native Hawaiian and other Indigenous communities and/or culturally competent communications, ideally with a Native nonprofit organization or program.
• Demonstrated experience and/or knowledge of Native Hawaiian, state, and national advocacy organizations working to effect social change and to address violence against Native women.
• Demonstrated understanding of culturally appropriate imagery and communications, as well as media ethics. 
• When required, demonstrates the ability to effectively communicate complex and controversial issues and to convey information about the issues to both narrow and broad audiences.
• Willingness and ability to travel locally, statewide, and nationally if appropriate.
• Must demonstrate tact and grace under pressure.
• Ability to multitask and work under tight deadlines.
• Must have emotional and physical stamina to deal with a variety of stressful situations while maintaining a positive, solutions-oriented attitude. 
• Strong organizational, schedule management, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Exceptional interpersonal skills.
• Friendly and professional demeanor.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.