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Job purpose
We are seeking an individual who can contribute to a team and who has an interest in gaining valuable skills working with community. The nature of the work requires the individual to work well with others, maintain a high level of confidentiality, be resourceful, and adapt to different scenarios. The position would entail assisting the Executive Director with day-to-day office tasks, coordination, event planning, communications, and administrative tasks related to board meetings.
Duties and responsibilities
Performs general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing.
Develop and maintain computer and manual filing systems.
Develop and update administrative systems to make them more efficient.
Maintain and update employee records.
Assist in preparation of regularly scheduled reports.
Coordinates and maintains records for staff office space, phones, company credit cards and office keys.
Creates and modifies various documents using Microsoft Office.
Maintains electronic calendar(s) in current and accurate status.
Coordinate, plan, and implement events and activities with direction from Executive Director and in collaboration with staff.
Coordinates meetings and conference calls as needed or anticipated.
Coordinates travel arrangements as needed.
Answers phones promptly providing responses if known and uses good judgment to direct calls and prioritize the distribution of messages in a timely manner.
Prepares meeting materials and assists with the development of presentations.
Responsible for keeping inventory of all office supplies and placing orders for replenishment if needed.
Responsible for maintaining office equipment and scheduling preventative maintenance and repairs
Records minutes at various meetings and distributes and/or archives them accordingly.
Develop and update administrative systems to make them more efficient
Host community and facilities users
Performs all other related duties as assigned.
Qualifications
Minimum qualifications include:
Proven admin or admin assistant experience
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office
At least 2 years of experience in the field or in a related area
High school diploma or equivalent; college degree preferred
Preferred qualifications:
Experience and ability to utilize social media platforms and email distribution lists
Experience working with community from all walks of life
Experience planning and coordination of events
Communications and marketing experience
Have general cultural knowledge of Waihee and surrounding ahupuaa.
Working conditions
This position requires 40 hours a week and sometimes evenings and weekends. Most of the work duties require in the office at a desk or hosting community or facilities users.
Physical requirements
The job requires mostly sitting at the desk, filing, or walking and hosting community members and facilities users.
