Position Title: Office Assistant (Part- to Full-Time, Non-Exempt, 20-40 hours per week)
Reports to: Executive Director
Location: Honolulu, HI (On-site)
ORGANIZATION OVERVIEW:
Project Dāna has been providing compassionate support and services to Hawaii's kūpuna and their caregivers since 1989. Project Dāna fulfills its mission by matching kūpuna who need assistance with non-clinical services and activities with volunteers who want to help; by providing training, counseling, and support to family caregivers; and by providing education on issues and community resources related to aging.
POSITION OVERVIEW:
The Office Assistant will be an integral part of the Project Dāna team, supporting the Executive Director and ensuring the smooth operation of the office. This individual will handle a wide range of administrative and operational tasks, helping to maintain efficient office systems, and a productive work environment. The Office Assistant is responsible for managing day-to-day office functions, providing IT and database support, and assisting with communications and organizational needs.
KEY RESPONSIBILITIES:
Administrative Support:
Answer and route phone calls, responding to inquiries in a professional and compassionate manner.
Provide direct administrative support to the Executive Director, including scheduling, correspondence, and document preparation.
Receive and distribute mail, ensuring timely handling of correspondence and deliveries.
Assist with meeting preparation, including setting up materials, taking minutes, and following up on action items.
Office Management:
Manage inventory of office supplies, ensuring the office is well-stocked and organized.
Coordinate with vendors and service providers, including IT consultants, to maintain office equipment and systems.
Ensure the office space is clean, organized, and welcoming for staff and visitors.
IT and Database Support:
Provide basic IT support for staff, troubleshooting issues and liaising with IT consultants for complex problems.
Maintain and update the organization’s database, ensuring accuracy and confidentiality.
Help manage and maintain the Project Dāna website, online subscriptions, and email broadcast system.
Communications and Coordination:
Assist with the creation and distribution of email newsletters, announcements, and other communications.
Support outreach and event planning efforts, including logistical coordination and communications.
Act as a point of contact for general inquiries, directing people to the appropriate staff or resources.
Other Duties:
Assist with special projects and initiatives as directed by the Executive Director.
Provide occasional support for program activities, including volunteer, recipient, and caregiver events.
Contribute to a positive and collaborative office culture by actively participating in team activities and responsibilities.
QUALIFICATIONS:
Education:
High school diploma required; associate degree or coursework in business administration or a related field preferred.
Experience:
Minimum of 2 years of experience in office administration or a related role.
Familiarity with IT systems and database management preferred.
Skills:
Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills, with the ability to interact effectively with diverse groups of people.
Proficiency in Microsoft Office Suite, Google Apps, Zoom, email marketing tools, and database software.
Basic understanding of website management and IT troubleshooting.
Personal Qualities:
Reliable, detail-oriented, and proactive in problem-solving.
Compassionate and approachable, with a commitment to serving kūpuna and caregivers.
Ability to work both independently and collaboratively in a team environment.
Work Environment:
This position may be structured as part-time or full-time, depending on the candidate’s availability and organizational needs (20-40 hours per week).
The role is primarily office-based with occasional local travel for errands or events.
Some flexibility in schedule may be required for special projects or events.
Other Requirements:
Valid driver’s license, car insurance, and access to reliable personal transportation for program activities are preferred.
Compensation:
Hourly Rate: $19 to $22 hourly.
Benefits Package: Medical/drug/vision/dental insurance; 401(k) retirement program; Flex Spending Account & Dependent Care Account; 14 paid holidays; paid vacation and sick leave.
How to Apply:
Interested candidates should send a resume and cover letter detailing their relevant experience and a clear statement of interest to executivedirector@projectdana.org by February 28, 2025. Early submissions are encouraged, as applications will be reviewed on a rolling basis.
