Executive Assistant to Assistant Exec Directors

Nov 18 2022
Hiipaka LLC |Haleiwa|Full Time
Job Description

Executive Assistant to Assistant Executive Directors

 

Provides a wide range of administrative support to two Assistant Executive Directors (AEDs). Provides administrative assistance with the preparation of plans, budgets and reports. Provides manager follow-up to priority leadership team meetings.  Arranges meetings on behalf of the AEDs. Responsible for the drafting and follow-through of all contracts to ensure compliance with established guidelines and procedures.  Processes fiscal and HR paperwork for AEDs as required; coordinates and facilitates internal communications among each AED’s managers.  Coordinates with Executive Administrative Assistant – Office Manager to submit and/or maintain AED records that become Hi'ipaka documents and files.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

 

1.         Administrative Support: Assists two Assistant Executive Directors in gathering information, researching issues, and formulating proposals for strategic plan and annual objectives. Prepares routine correspondence on behalf of the Assistant Executive Directors. Records and prepares minutes for manager meetings and other meetings as requested. Prepares contracts and contract amendments for submission to the Executive Administrative Assistant–Officer Manager. Supports Assistant Executive Directors in the preparation of annual budgets, work plans and individual performance plans.

 

2.         Operations: Assists two Assistant Executive Directors in coordinating the programs and activities of the various Staff Groups. Maintains and updates all corporate records and contracts and submits them to Executive Administrative Assistant-Office Manager.

 

3.         Document Retention:  Maintains correspondence and document file system to ensure efficient retrieval of information and documents as requested by the Assistant Executive Directors. The file system includes, but is not be limited to:  policies and procedures; contracts; correspondence; administrative reports and documents; and miscellaneous files required by management.

 

4.         Recordkeeping. Maintains records, compiles data and prepares reports as required.

 

5.         Procurement Managing: Works with multiple vendors of the AEDs and their managers to determine the best deals for Hi'ipaka LLC and evaluate the pros and cons of each, based on price, quality, speed of delivery and other factors. Analyzes prices and negotiates to get the best deals possible. Establishes and maintains an annual preferred vendor list.

 

6.         Contract Management: Prepares and reviews contracts and requests for proposal/quotes for AEDs, ensuring timely review and approval. Maintains contractual records and documentation of AED-generated contracts.

 

7.         Communication: Disseminates information to staff as directed by the AEDs through email, flyers and SOPs.  Prepares and disseminates internal flyers as directed by the AEDs.

 

8.         Performs all duties safely and in accordance with established procedures.

 

9.         Assists AEDs with: (a) preparation of policies and procedures; and (b) any special projects requested by AEDs.

 

10.       Positive and meaningful visitor experience and service are core values in the management and stewardship of Waimea Valley. It is highly encouraged that staff possess cultural knowledge and practice to facilitate this mission with hospitality, sincerity, and aloha.

 

11.       Regular attendance on a daily basis is required for this position.

 

OTHER DUTIES/RESPONSIBLITIES

 

1.         Participates in community events and/or activities as directed by the AEDs.

 

2.         Performs other duties as assigned by the AEDs.

 

EDUCATION, TRAINING AND/OR EXPERIENCE

 

1.         Must possess an associate's degree or equivalent work experience.  Bachelor’s degree preferred.

 

2.         Minimum ten (10) years as an Executive Administrative Assistant or similar position.

3.         Training in bookkeeping a plus:  strong math skills; ability to reconcile invoices and payments; and ability to read financial statements and create reports from financial statements.

 

4.         Training in Microsoft Office (Word, Excel, Outlook, and PowerPoint), calendars, meeting invites, Teams, and internet a plus.

 

      Hi`ipaka LLC offers a competitive salary and has excellent benefits- medical, dental, vision, company matched 401K program and life insurance. This is a full time exempt position and regular attendance on a daily basis is required. Waimea Valley is a seven day a week operation and some weekend work is required.

If you would like to be considered for this position, please email your application and resume to [email protected]

A pre-employment drug screening and background check will be required. We are an equal opportunity employer.

Recruitment until position filled.