Executive Assistant to the Chief Financial Officer

Jan 07 2022
Kupu |Honolulu|Full Time
Job Description

                                         Executive Assistant to the Chief Financial Officer

                                                            POSITION DESCRIPTION

 

Kupu, which means “to sprout” or “to grow” in Hawaiian, has a two-fold mission: to preserve the land while empowering youth. The organization provides hands-on training in conservation, sustainability, and environmental education for young adults, with the goal of fostering our next generation of environmental and cultural stewards. Kupu’s work has been likened to the role of the kupukupu fern, which is one of the first plants to cultivate the land after a lava flow. The fern not only serves as a foundational species for rebuilding a healthy, native ecosystem, but it also symbolizes a place where knowledge can grow.

 

Established in 2007 as a Honolulu-based 501(c)3 non-profit, Kupu affirms the Hawaiian notion of “ma ka hana ka ike” or “in working one learns.” This approach has led to the creation of hundreds of internships and service-learning opportunities which blend vocational training and green leadership development to support more than 100 partner sites across Hawaii and the Pacific region

 

Mission

“To empower youth to serve their communities through character-building, service-learning, and environmental stewardship opportunities that encourage integrity (pono) with Ke Akua, self, and others.”

 

Department Overview

The Office of the Chief Financial Officer provides strategic oversight and guidance of all financial activities organization wide, including compliance. The office also serves as the liaison with Kupu’s Finance Committee, Investment Management Committee, and External Audit Firm. Kupu’s Finance Department supports all Kupu programs and administration. The department provides financial reports to program heads, head of organizations, Kupu Board of Directors and funding partners, plans budgets and forecasting, conducts strategic planning, oversees expense allocation and is the liaison with our outsourced human resources and payroll provider. Kupu’s Compliance Department serves as a bridge between operations and finance, ensuring that the organization is operating in compliance with grants, contracts, laws, and regulations.

 

Position Overview

The Executive Assistant provides a range of administrative support to the CFO and finance department to promote efficient delivery of services and, where applicable, effective management of the Finance team. As the primary point of contact for the CFO and finance department, the Executive Assistant requires work with internal and external stakeholders at all levels of the organization, dealing with a wide range of highly sensitive and/or confidential issues under tight deadlines/pressures. The Executive Assistant role requires high standards of professionalism, efficiency, communication, discretion and independent judgment

 

TypeFull-Time​                LocationHonolulu          Reports toChief Financial Officer

 

Position Duties

Primary duties for the Executive Assistant position include, butare not limited to, the following:

 

Department Duties

  • Maintains complete knowledge of and complies with all departmental policies/service procedures/standards
  • Uses sound judgment in identifying issues to assist staff with questions regarding policies and procedures and/or directs the issues to management, or appropriate staff.
  • Acts as the internal and external point of contact for the CFO and Finance Department
  • Directs and coordinates requests and follows through to proper personnel
  • Prepares receipts and expense reports
  • Understands organization budget and can communicate budget parameters to appropriate staff as necessary
  • Assists in maintainingthe organization’s permanent records in compliance with the retention policy and according to the practices established by the CFO
  • Assists the CFO in coordinating departmental daily activities and annual audits to ensure commitments and deadlines are met

Administrative/Clerical

  • Provides a wide variety of administrative support to the CFO and departments under his/her supervision
  • Prepares responses, correspondence, meeting materials, schedules, and other forms of communications for the departments
  • Provides support in areas such as the preparation of correspondence, coordination of departmental activities, etc.
  • Takes meeting minutes and distributes to attendees as needed
  • Edits and formats outgoing documents as needed
  • Performs other administrative duties, including, but not limited to, photocopying and faxing various documents

Coordination/Scheduling

  • Coordinates and schedules appointments, meetings, conferences, teleconferences, and travel as needed
  • Manages the CFO’s and departmental calendars to prioritize resolve conflicts and to ensure all commitments and deadlines are met
  • Works with the CEO’s Executive Assistant to plan, schedule, and coordinate staff events and office functions, as needed
  • Establishes and organizes regularly scheduled Finance Committee meetings

Other areas of support as needed

  • Undertakes special assignments or projects on a wide variety of responsibilities as assigned by the CFO 
  • Other assignments as needed

Position Requirements

Candidates must meet the requirements below in order to be considered for the position:

  • Available to work full-time, Mondays through Fridays with occasional weekends as needed
  • Bachelor’s degree or higher, or equivalent work experience of 7 years in an administrative role or 3 years Executive Assistant experience
  • Strong ability to work effectively in both independent and group settings
  • Strong independent drive and proactive approach
  • Strong comfort working out of MS Office (Excel, Word, Office, etc.) and google suite programs
  • Ability to work with sensitive information while maintaining confidentiality and integrity of the department and organization
  • Excellent written and verbal communication skills
  • Excellent time management skills and ability to meet deadlines
  • Exceptional ability to organize, prioritize, multi-task and meet deadlines
  • Demonstrated ability to function in a fast-paced deadline-oriented environment 
  • Excellent interpersonal skills and ability to build and maintain strong relationships
  • Must meet Criminal History Background Requirements applicable to the central job duties of the position.

Preferred Qualifications

It is preferred that the applicant has the following:

  • Possess a valid driver’s license and meet Kupu’s driving abstract requirements
  • Possess basic understanding of accounting and finance concepts
  • Proven experience in wide-ranging coordination and scheduling, etc.

Apply: Interested applicants may submit an online application using the following link:
https://www.hrsymphony.com/hrs/apply/3923​/S3WU

 

Please direct any questions or inquiries about this position to [email protected]<​/em>

 

 

*This description is not intended to be a complete list of all duties and responsibilities required for this job