Executive Assistant

Apr 17 2018
Lanakila Pacific |Honolulu|Full Time
Job Description

Provides administrative support to the Vice President of Workforce and Vice President of Programs.  Assists in the preparation and coordination of contracts, grants and requests for proposals.  Takes a leadership role with special projects including planning, coordinating, and development.  Performs administrative duties to support the goals of the organization.  Requires a high level of experience, discretion, and professionalism.

 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Supports the Vice Presidents with managing the day to day administrative affairs by scheduling appointments and other commitments; provides background information and/or supporting documents in preparation for scheduled meetings.

Coordinates and assists in the timely preparation of grants, contracts and requests for proposals (e.g. federal, state, city, foundation, etc.).  Requires working closely with various departments within Lanakila Pacific and may require working with outside federal, state, and city agencies, and commercial entities (e.g. SourceAmerica). 

Coordinates and assists in the preparation and submission of reports as may be required.

Prepares and reviews contract and assist in interpreting or seeking clarification of terms and conditions used.  Ensures there has been no errors or omissions in the document.

Provides support for contract negotiations and assists directors/managers with their contract administration responsibilities.

Works closely with various Lanakila Pacific administrative departments, to ensure the initiatives of Human Resources, Finance, IT and Facilities support the various LP programs.

Leads special projects as assigned to include planning, coordination and implementation.

Maintain an organized filing system of paper and electronic documents.

Represents the Vice Presidents as requested at meetings, ceremonies, or other events.

Performs other duties as required.

 

 

COMPETENCIES:

Industry Knowledge:  familiar with industry best practice, publications, and professional standards, adapts to new realities in the industry; understands the key needs of the industry and how it relates to Lanakila Pacific.

Communication:  ability to facilitate the transfer of information and knowledge through vocal, written, and non-verbal communication; ability to engage in active listening; ability to choose a communication behavior that is both appropriate and effective for a given situation.

Relationship Management:  ability to work cooperatively with diverse groups of people; ability to demonstrate interpersonal skill to interact with external and internal customer of all levels; ability to influence, guide and develop others.

Critical Evaluation:  ability to use logic and reasoning to identify strengths and weaknesses of solutions, conclusions or approaches to problems; ability to identify strengths and weakness of staff and team members and use the information to make improvements.

Leadership:  ability to monitor/assess performance of self, other individuals, or processes and make improvements or take corrective actions as necessary; ability to use good judgment and initiative when making decisions; ability to perform under pressure and coordinate and manage support staff, resources, curricula, etc. Work under minimal supervision and direction.

Technology:  proficient to advanced skills in Microsoft office products and standard office equipment and tools to complete job requirements, submit reports, and to eliminate administrative tasks, empower employees, and meet other needs of the organization.

 

 

MINIMUM QUALIFICATION

Associate Degree with a concentration in Business or 3 years of related experience or High School diploma or equivalent and 5 years of related experience. 

2+ years of work experience in contract management, government procurement processes, or contract law preferred.

Previous experience in accounting or finance preferred.

Advance proficiency in Microsoft Office suite.

Valid driver’s license and a clean driving record preferred

Must meet all health requirements, including TB.

 
Lanakila Pacific is an equal opportunity employer. As part of our mission, we strongly encourage individuals with challenges or disabilities to apply.