Administrative Assistant

The mission of RYSE is to provide a continuum of support and services that empower Hawaiʻi’s youth to move beyond homelessness.  We envision a community where there is no youth homelessness.

Job Purpose

The Administrative Assistant provides day-to-day operational support to designated leadership across the Administrative, Finance, and Executive teams. The purpose of this role is to handle a variety of office and clerical tasks while collaborating effectively within a diverse team and engaging positively with all staff and youth through in alignment with the organization's mission.

Duties & Responsibilities

• Welcome and direct visiting employees, guests, and vendors as the primary point of contact for the reception area.
• Perform general clerical duties, such as copying, scanning, filing, data entry, document preparation, and routing items for signature.
• Review general inquiries and distribute to the appropriate program or manager for resolution.
• Handle incoming and outgoing mail, including retrieving, sorting, distributing, and receiving packages or deliveries.
• Maintain office supply inventory and ensure its storage, as well as the employee lounge, remains organized, stocked, and tidy.
• Assist the Administrative Manager with tracking key employee dates, updating company property inventories, and logging vehicle fleet data, as well as additional project support as requested.
• Serve as the backup point of contact for building management and facilities vendors. Provide administrative support for facilities projects as assigned.
• Coordinate leadership calendars by assisting with the scheduling, maintenance, and updating of appointments and recurring deadlines.
• Assist with the planning and execution of internal events, including quarterly all-staff meetings, leadership retreats, and virtual team meetings.
• Support the Executive Director’s communication with the Board of Directors by updating CRM records, compiling reports, and preparing meeting materials.
• Record and distribute staff or organization meeting minutes and action items upon request.
• Process and track donations (monetary and in-kind), update volunteer records, and draft acknowledgement letters.
• Performs other duties as assigned.

Qualifications
Minimum qualifications required include:

• Minimum 3 years of applicable administrative experience.
• Valid HI driver’s license and reliable transportation and/or own vehicle.
• Ability to work independently with minimal supervision, as well as with members of an interdisciplinary and diverse team both in house and remote.
• Proficiency in all Microsoft 365 Suite applications, as well as general internet, PDF files, and teleconferencing services.
• Experience with office equipment and technology such as computers, printers, copiers, scanners and cell phones.
• Demonstrated ability to communicate effectively through interpersonal, verbal, and written means.
• Fully developed organizational and prioritization skills with a solution-oriented mindset.
• Excellent attention to detail and documentation experience with the ability to maintain confidentiality of client and employee information

Preferred Qualifications:

• Previous work experience in the nonprofit sector.
• Experience with nonprofit CRM system, preferably Monkeypod.
• Associate degree or bachelor’s degree in a related industry or field (data science, business administration, business management, etc.)

Working Conditions

This role will be performed in a full-time capacity, Monday through Friday during business hours, but may have occasional evening or weekend assignments as needed to support programming or organization needs. Job functions will primarily be performed in an office setting, but may also include work, training or support needs in any of our facilities or partner locations which may be outdoors or non-office environments.

RYSE employees may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves which may incur unpleasant sensory demands and/or the need to respond quickly and effectively to many types of situations.

Physical Requirements

This position requires the ability to sit, stand, climb stairs, walk, and move in various positions for conducting work-related activities, and may require the moving or lifting of objects up to 50 pounds. This position also requires the ability to safely operate a motor vehicle and all necessary office equipment.