Executive Team: Assistant Direct, Senior Executive Assistant, or Exec Assistant

Feb 13 2024
Mana Maoli |Honolulu|Full Time
Job Description

Aloha!

This ad focuses on admin-related positions:

1) Executive Assistant, Senior Executive Assistant or Assistant Director - full-time
(This position would also serve as Events Coordinator)
2) Program Assistant - full-time

If you are interested in positions with our Community Outreach/Social Media Team or our Digital Storytelling Team (A/V Production), visit: https://manamaoli.org/job-opening​s

Hereʻs 3 reasons NOT to apply to join our team:

1) You dislike working with genuine, humble, amazing people
2) You find flex scheduling, remote work options, and not dressing up for work appalling
3) Getting paid to be at school-wide concerts, music video film shoots and jam sessions with Hawaiiʻs favorite artists and hammahs, sounds nails.

Mana Maoli, a Hawaiian non-profit serving thousands of youth across 22 schools and 4 islands, seeks qualified, not-normal (but in a good way), committed and passionate team players as additional admin positions to our Executive and Program teams.

Here are additional details that apply to all positions, as well as how to apply, followed by job duties and minimum/preferred qualifications for each position.

* After an initial training/orientation, a majority of work can be done remotely, with one day a week at our office (located at Stevenson Middle School in Honolulu) for meetings and work sessions, plus being onsite as needed for artist school visits, film shoots, kanipila (jam sessions), etc.

To apply:

Email [email protected]

* After assuring you meet the minimum qualifications, in the subject heading please enter the position(s) you are applying for, followed by your name.
* Please attach a resume and cover letter, which can speak to why you are applying, and any skills/experiences that show your qualifications for the position(s) you are applying for, especially if not evident in your resume.

 

About Mana Mele

All available positions are primarily or entirely in support of the Mana Mele Project, which teaches Mana Maoliʻs ABCs (Academics, Business, and Culture) through Music and/or Multimedia across a diverse range of genres and styles. We serve K-12 youth, as well as alumni/college interns across 4 islands and 22 partner schools, including all 15 Hawaiian-focused public charter schools.

 

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1. Events Coordinator + Executive Assistant, Senior Executive Assistant or Assistant Director

Kule​ana

  • Communication/Coordination - i.e. Drafting/sending correspondence via email, text message, phone etc to partners, funders and staff on behalf of the ED
  • Organization/Filing - i.e. Documenting, prioritizing and tracking status of own and EDʻs tasks and key correspondence (using Asana task management software)
  • Assist with budgets, spreadsheets, and google form surveys
  • Assist other team leaders and staff (program, audio/video and social media) as needed,
  • participating in meetings with or on behalf of ED, and related note taking


Minimum Qualifications:

  • Must live on Oʻahu
  • College degree (BA or higher)
  • Highly organized, i.e. able to quickly prioritize tasks, proficient in task management
  • Strong desire to work with Hawaiian community in a Hawaiian cultural context and engage with youth
  • Detail-oriented and able to handle multiple projects simultaneously
  • Strong written and verbal communication skills
  • Flexible Availability: including scheduled or on-call evening and weekend hours when needed to be prepared for events or to meet grant deadlines.
  • Excellent people skills - able to work with a wide range of people and learning styles
  • Proficient in Google Workspace Apps (Gmail, Drive, Sheets, Forms, etc.)


Additional Minimum Qualifications specific to each Executive Team position:

  • EA: 2-9 years experience as Executive Assistant or equivalent
  • SEA: 10+ years experience as Executive Assistant or equivalent
  • AD: 4+ years in leadership level positions at a Hawaiian culture-based nonprofit, directly overseeing 10 or more staff, or 15+ years in a mix of support and leadership positions at a Hawaiian culture-based nonprofit.


Preferred Qualifications

  • Having 1 or more of the following qualifications are ʻnice but not necessaryʻ and would not affect decision making in the selection process, except possibly as a tiebreaker among the top 3 candidates for the EC + EA/SEA/AD positions:
  • 4+ years experience in event planning/implementation
  • Proficiency in ʻōlelo Hawaiʻi and/or various aspects of Hawaiian culture
  • Experience teaching and/or working with youth, especially Hawaiian and low-income youth, and/or Hawaiian nonprofits
  • Networks related to the fundraising, donor development and/or implementation of the Mana Mele Project
  • Skills and experience related to 1 or more of the 4 areas of Mana Mele mentorships – music, audio engineering, video production and communications (TV, radio, news)
  • Proficient in Asana
  • Experience writing and managing grants


When applying for this position, in addition to attaching your resume and cover letter, please include your responses to the following questions in the body of your email:

1) What is your typing speed?
2) Please give an honest self-assessment of your strength in the following – from 1 (no experience/skills) to 10 (just a notch shy of perfect):
a) Google Docs
b) Google Sheets/Excel
c) Asana or equivalent Task Management Software
d) Event Planning/Implementation

SE​EKING TO FILL POSITION ASAP

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​2. Program Assistant (PA)

Kuleana

  • The PA plays a strong support role in:
  • Planning, coordination, management and support of program aspects of MM projects, including:
  • Year-long and short-term music & multimedia classes & mentorships
  • Artist & Mobile Studio School Visits
  • Off-Campus Internships in the Creative Industries
  • Data collection, documentation, analysis i.e., take photos/videos and track attendance at hōʻike (class/school performances)
  • Planning Professional Development for kumu/mentors
  • Collecting kumu/mentor deliverables, logs, invoices
  • Classroom support for MM Kumu as needed
  • Assist with finding substitutes and coverage for Mana Mele kumu as needed
  • Event support - logistics, communication, on-site support
  • Maintain, update, file program-related documents


Minimum Qualifications:

  • Must live on Oʻahu
  • College degree (BA or higher)
  • At least 2 years experience related to administration, project management, and/or education.
  • Highly organized, i.e. able to quickly prioritize tasks, proficient in task management
  • Strong desire to work with Hawaiian community in a Hawaiian cultural context and engage with youth
  • Detail-oriented and able to handle multiple projects simultaneously
  • Strong written and verbal communication skills
  • Available for 40hrs/wk during school and afterschool program hours: M-F, 8:30am-5:30pm
  • Excellent people skills - able to work with a wide range of people and learning styles
  • Proficient in Microsoft Word, and Google drive

 

Preferred Qualifications for all positions:

  • Proficiency in ʻōlelo Hawaiʻi, music and/or various aspects of Hawaiian culture
  • Experience teaching and/or working with youth, especially Hawaiian and low-income youth, and/or Hawaiian nonprofits
  • Experience teaching music and/or Hawaiian language or culture
  • Networks related to the fundraising and/or implementation of the Mana Mele Project
  • Skills and experience related to 1 or more of the 4 areas of mentorship – music, engineering, video production and communications (TV, radio, news)
  • Proficient in Excel, PowerPoint, Asana
  • Experience writing and managing grants

 

When applying for this position, in addition to attaching your resume and cover letter, please include your responses to the following questions in the body of your email:

 

1) What is your typing speed?

 

2) Please give an honest self-assessment of your strength in the following – from 1 (no experience/skills) to 10 (just a notch shy of perfect):

a) Google Docs

b) Google Sheets/Excel

c) Asana or equivalent Task Management Software

 


POSITION IS FULL TIME IN APRIL, PART HOURS PRIOR IS POSSIBLE
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Note: Compensation varies greatly based on relevant experience and skills. Many applicants prefer to discuss this topic if they make it to the final round, which definitely works on our end. However, if you have a minimum rate you want assurance of before accepting a 1st round interview, feel free to share that rate upfront with your resume, cover letter and requested info for your position. Weʻll take a look and do our best to get back to you within a week.

Mahalo nui!