Job Description

:The Executive Assistant provides high-level administrative and operational support to senior executives or administrators in an educational organization. This role is critical for ensuring the efficiency of day-to-day activities, maintaining communication between leadership and stakeholders, and facilitating projects that align with the institution's mission and objectives. The ideal candidate is highly organized, detail-oriented, discrete, and skilled in managing a variety of tasks simultaneously in a fast-paced, dynamic environment.This position fosters an organized and professional environment, allowing the executive team to focus on strategic priorities that further the mission of the educational organization. To apply please call us at 808-531-0800. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements.Key Responsibilities

• Administrative Support: Manage daily schedules, organize meetings, prepare agendas, and take minutes during executive or staff meetings.
• Calendar Management: Oversee and prioritize appointments and meetings for executives, ensuring alignment with organizational objectives.
• Document Preparation and Review: Draft, proofread, and edit correspondence, reports, presentations, and other documents for internal and external use.
• Communication Liaison: Serve as the main point of contact between the executive team and faculty, staff, students, parents, board members, and external stakeholders.
• Event Coordination: Plan and organize events, including board meetings, staff development workshops, conferences, and networking opportunities for the organization.
• Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodations, and transportation for executives or other staff as required.
• Project Management: Provide support in the planning and execution of special projects, initiatives, and school-wide programs while monitoring deadlines and deliverables.
• Budget and Expense Tracking: Handle expense reports, invoices, and budgeting tasks related to administrative functions or travels.
• File and Data Management: Maintain confidential files and records, ensuring easy access and reliable security.
• Problem-Solving: Anticipate issues and proactively provide resolutions to help the executive team manage challenges efficiently.

• Organization and Time Management: Excellent ability to manage and prioritize multiple tasks and deadlines with ease.
• Communication Skills: Strong written and verbal communication skills to professionally represent the organization.
• Attention to Detail: Meticulous detail orientation in reviewing documents, managing schedules, and maintaining records.
• Technical Proficiency: Advanced use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with cloud-based task management systems (e.g., Google Suite, Asana, or Trello).
• Discretion and Confidentiality: Ability to handle sensitive organizational information appropriately and ensure it is kept confidential.
• Collaboration: Strong interpersonal skills to effectively communicate and collaborate with staff, students, and external stakeholders.
• Problem-Solving: Proactive and resourceful, with the ability to anticipate needs and find creative solutions.
• Adaptability: Comfortable in a fast-paced environment with shifting priorities related to an educational organization's evolving needs.

• Education: Bachelor's degree in Business Administration, Education, or a related field preferred.
• Experience: Minimum of 3-5 years of experience as an Executive Assistant or related administrative support role, preferably in an educational environment.
• Knowledge of the Education Sector: Familiarity with educational structure, operations, programs, and regulations is an advantage.
• Other Skills: Proficiency in additional project management or presentation tools like Canva, Adobe Acrobat, or Smartsheet is desirable.

Robert Half