Title: Executive Assistant / Office Manager
Status: Full-time, Non-Exempt
Reports To: Vice President for Administration & CFO
The Executive Assistant / Office Manager position is responsible for overall front office activities, including the reception area, mail, purchasing requests and facilities. Also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.
The Executive Assistant / Office Manager will be responsible for the following:
- Provide administrative support for the Vice President for Administration & CFO (VP) and Chief Administrative Officer (CAO) including maintaining the calendar, scheduling appointments, scheduling webinars, making travel arrangements, processing expenses, maintaining an effective filing system, maintaining files and drafting correspondence.
- Provide support to the VP and CAO which includes assistance in preparing for meetings and other activities and the follow-up requirements at the end of these activities.
- Have access to and regularly work with information of a sensitive, highly confidential and strategic nature.
- Gather and compile information and data from various sources for use in discussions and meetings.
- Regularly deal with diverse matters requiring extensive knowledge of the Foundation’s policies, procedures, organization structure and operations.
- Work with the Executive Assistant to the President to organize and facilitate all committee meetings staffed by the Vice President for Administration & CFO including scheduling and coordinating dates, times, venues, attendance, and agenda; compile briefings, coordinate communications, take minutes, and provide administrative support and follow-up on matters arising from meetings.
- Establish and maintain effective working relationships with a broad constituency inside and outside the University of Hawaii Foundation (UHF) and University of Hawaii System (UH). Represent the UH Foundation in a positive manner internally, to the University, and to the community.
- Provide administrative back-up support for the Foundation’s front-desk and overall operations.
- Provide internal support for the Foundation’s Fiscal Services and Human Resources departments
- Other duties as assigned.
The Executive Assistant / Office Manager will also be responsible for the following:
- Oversees general office management duties and services including organizing office operations and logistics, operating procedures and policies, assigning and monitoring clerical functions.
- Responsible for coordination with office vendors, building management and suppliers in order to ensure a productive, clean and safe work environment.
- Managing health and safety as well as fire regulations within the office.
- Completes operational requirements by scheduling and assigning employees for reception desk coverage.
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Responsible for overseeing the central filing systems.
- Reviewing and approving supply requisitions to ensure consistent stocking of necessities.
- Responsible for conference room use management and reservations and employee break room oversight.
- Maintains office staff job results by coaching, counseling, and disciplining employees, planning, monitoring and appraising job results.
- Oversee the parking for visitors, parking validation machine and contractor parking passes.
- Provide staff and office support, which includes screening and handling telephone and electronic communications, greeting and directing visitors and dealing with administrative issues and inquiries as they arise.
- Responsible for oversight and coordination of mail courier and postal delivery and internal mail distribution.
- Managing budget related to office supply and sundry spend.
Required Knowledge, Skills and Abilities
- A high degree of communication skills (both written and verbal) is required as this position will interact with high profile internal and external constituencies, including University and Foundation leadership, donors and supporters.
- A high degree of judgment, professionalism, and ability to handle very sensitive and highly confidential information is required.
- Sound decision-making and judgment abilities are very important as the impact of these decisions on UHF and the UH System may be significant.
- Ability to identify specific and concrete action items for execution from abstract and conceptual subject matter.
- Resourceful and a creative problem solver
- Self-motivated and able to respond to high-pressure situations. Able to take action and progress with minimal direction.
- Excellent organizational skills with efficient and sound time management skills to plan, manage, and coordinate activities.
- Knowledge of general business and office procedures and specific policies.
- Familiarity with every day technology.
- A positive and enthusiastic attitude with excellent human relations skills.
- Must be dependable and able to work flexible hours. Must be familiar with Microsoft Office and highly proficient in Word, Excel, Outlook and PowerPoint.
- Working knowledge of mail processes such as postage machine, FedEx and UPS required.
- Must be familiar with financial reporting (i.e. balance sheets, statement of operations)
- Bachelor’s degree preferred or a minimum of five years of experience in a corporate, educational or non-profit organization environment.
- Willing to exemplify and live the values of the UH Foundation (accountability, excellence, integrity, service, teamwork, and trust).
The Executive Assistant / Office Manager will meet annually with his/her supervisor to put in place a plan for the year. This plan will include specific goals for each of the basic responsibility categories. At the end of each year, the Executive Assistant / Office Manager and his/her supervisor will review progress toward the annual goals.
The Executive Assistant / Office Manager will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work for extended periods. Based at the central office located at 1314 S. King Street, the position requires travel, mostly by auto. Employee must have a valid driver’s license and an acceptable driving record. The Executive Assistant / Office Manager may need to work some evenings and weekends and must be able to work to the demands of the position, which may exceed a 40 hour work week.
Applicants should submit a letter of interest that provides evidence of the qualifications, a resume, and the names, addresses and telephone numbers of at least three professional references to: firstname.lastname@example.org
University of Hawai‘i Foundation, Human Resources Department
P.O. Box 11270
Honolulu, HI 96828-0270
f: (808) 748-0727
Our application form is a fillable pdf, please download and save the application to your computer before filling it out.Application Form
The University of Hawaiʻi and the University of Hawaiʻi Foundation
The primary purpose of the University of Hawaiʻi's ten-campus system is to provide an environment in which faculty and students can discover, examine critically, preserve, and transmit the knowledge, wisdom, and values that will help ensure the survival of the present and future generations with improvement in the quality of life.
The University of Hawaiʻi Foundation, a nonprofit organization, raises private funds to support the University of Hawaiʻi System. Our mission is to unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.
The University of Hawai‘i Foundation is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.