Hawaiian Properties, Ltd.
Executive Assistant/Office Manager
Hawaiian Properties, Ltd., Honolulu, Hawaii, United States, 96814
Overview
We are currently seeking a motivated and detail-oriented Executive Assistant/Office Manager to join our team. This role is essential in ensuring the smooth operation of our property management office by providing administrative support to the company President and the employees as well as providing exceptional customer service. The ideal candidate will be organized, proactive, and possess excellent communication skills to effectively manage the office of Hawaiian Properties, Ltd.
Duties
and Responsibilities -Support President and Leadership Serve as key liaison between President and key internal and external partners, clients, institutions and other stakeholders, providing excellent customer service. Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events. Provide high level operational and administrative support to President as needed. Manage internal communication and prioritization, including organizing and filtering email and messaging, flagging and managing action items and tasks, and holding key players accountable to priorities. Assist with customer service inquiries, addressing concerns and providing solutions promptly. Write and edit internal and external communications. Provide President with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items. Complete invoicing, expense reports, reimbursements for various recipients. Assist in the management of organizational budgets. Manage additional professional and personal projects for President as needed. Conduct research and draft memos for President. In collaboration with the Executive Leadership, support the President’s cultivation and stewardship of donors including but not limited to drafting regular correspondence and emails and planning events and meetings. -Serve as Liaison to Board of Directors Organize and oversee all logistics for board and committee meetings. Maintain and distribute board-related documents, e.g. bylaws, manuals, minutes, rosters, etc. Manage communications to board members regarding meetings, events, gatherings, etc. Manage booking of meetings, location and caterer (as needed). Record minutes during meetings and distribute to board post-meeting. -Manage/Oversee Administrative Assistant Team Manage/Oversee Condo Administrative Assistants and Supervisors. Support Supervisors in Managing AA's performance. Support Supervisors with AA's timekeeping (timesheets, PTO, etc.). Oversee/review Packet mailouts to Properties. Oversee/review outgoing all other documents to Properties, Boards, owners, etc. Attend AA Team meetings as needed. Support creation of Team alignment. Manage recruitment process for AA new hire(s). -Manage Office Logistics Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office machines are in order. Oversee office storage and file maintenance, including coordination of materials and organization of supplies and storage. Support company’s technological needs, including system oversight, vendor management and troubleshooting. Assist with phones, Desk set-up, computer set-up (including access via Pacxa). Oversee staff meeting organization (meeting reminders, food, staff reports and materials). Manage systems to ensure office is tidy and organized, coordinating kitchen cleaning and organizing. Act as a liaison with the building management on any suite needs (e.g. carpet cleaning, light fixture replacement, office temperature, etc.). Responsible for office vendor relationships (e.g. copier, printer, phones). Support large-volume mailings and packet compilations and filing. Assist with additional general office tasks as needed. Qualifications Equivalent to graduation from a four-year college or university. Additional professional or administrative experience may be substituted for the education on a year-for-year basis. Enthusiasm for Hawaiian Properties, Ltd. mission, vision and core values. Proven track record of excellent follow-through and accountability. Outstanding organizational skills and meticulous attention to detail. Ability to prioritize tasks and execute multiple projects simultaneously. Ability to work independently and with various levels of professionals. Self-starter. Flexible and able to meet changing work needs and demands. Minimum 2 years administrative experience required. Supervisory Experience a must. Positive, can-do attitude. Skills Strong organizational skills with the ability to prioritize tasks effectively. Excellent verbal and written communication skills for clear interactions with clients and colleagues. Experience in front desk operations or as a personal assistant is highly desirable. A customer-focused attitude with a commitment to providing high-quality service. Familiarity with executive administrative support functions is required. Proficient in MS Office (Outlook, Excel, Word, PowerPoint and Microsoft TEAMS in particular) and Windows; Google Suite including Gmail, Drive, Docs, Sheets, Forms; Photoshop knowledge a plus. Excellent web and technology skills and comfortable troubleshooting tech issues. Strong writing, proofreading and verbal communication skills. Excellent time management skills. Ability to define problems, collect data, establish facts, and draw valid conclusions. We offer excellent benefits to include Employee paid medical and dental, Profit Sharing, 401k and 401k Company match and much more. We are an equal opportunity employer. Job Type: Full-time Pay: $65,000.00 - $80,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule: Monday to Friday Ability to Relocate: Honolulu, HI 96813: Relocate before starting work (Required) Work Location:
In person
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and Responsibilities -Support President and Leadership Serve as key liaison between President and key internal and external partners, clients, institutions and other stakeholders, providing excellent customer service. Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events. Provide high level operational and administrative support to President as needed. Manage internal communication and prioritization, including organizing and filtering email and messaging, flagging and managing action items and tasks, and holding key players accountable to priorities. Assist with customer service inquiries, addressing concerns and providing solutions promptly. Write and edit internal and external communications. Provide President with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items. Complete invoicing, expense reports, reimbursements for various recipients. Assist in the management of organizational budgets. Manage additional professional and personal projects for President as needed. Conduct research and draft memos for President. In collaboration with the Executive Leadership, support the President’s cultivation and stewardship of donors including but not limited to drafting regular correspondence and emails and planning events and meetings. -Serve as Liaison to Board of Directors Organize and oversee all logistics for board and committee meetings. Maintain and distribute board-related documents, e.g. bylaws, manuals, minutes, rosters, etc. Manage communications to board members regarding meetings, events, gatherings, etc. Manage booking of meetings, location and caterer (as needed). Record minutes during meetings and distribute to board post-meeting. -Manage/Oversee Administrative Assistant Team Manage/Oversee Condo Administrative Assistants and Supervisors. Support Supervisors in Managing AA's performance. Support Supervisors with AA's timekeeping (timesheets, PTO, etc.). Oversee/review Packet mailouts to Properties. Oversee/review outgoing all other documents to Properties, Boards, owners, etc. Attend AA Team meetings as needed. Support creation of Team alignment. Manage recruitment process for AA new hire(s). -Manage Office Logistics Maintain general office functions, including office supply inventory and ordering, performing regular office rounds to ensure office machines are in order. Oversee office storage and file maintenance, including coordination of materials and organization of supplies and storage. Support company’s technological needs, including system oversight, vendor management and troubleshooting. Assist with phones, Desk set-up, computer set-up (including access via Pacxa). Oversee staff meeting organization (meeting reminders, food, staff reports and materials). Manage systems to ensure office is tidy and organized, coordinating kitchen cleaning and organizing. Act as a liaison with the building management on any suite needs (e.g. carpet cleaning, light fixture replacement, office temperature, etc.). Responsible for office vendor relationships (e.g. copier, printer, phones). Support large-volume mailings and packet compilations and filing. Assist with additional general office tasks as needed. Qualifications Equivalent to graduation from a four-year college or university. Additional professional or administrative experience may be substituted for the education on a year-for-year basis. Enthusiasm for Hawaiian Properties, Ltd. mission, vision and core values. Proven track record of excellent follow-through and accountability. Outstanding organizational skills and meticulous attention to detail. Ability to prioritize tasks and execute multiple projects simultaneously. Ability to work independently and with various levels of professionals. Self-starter. Flexible and able to meet changing work needs and demands. Minimum 2 years administrative experience required. Supervisory Experience a must. Positive, can-do attitude. Skills Strong organizational skills with the ability to prioritize tasks effectively. Excellent verbal and written communication skills for clear interactions with clients and colleagues. Experience in front desk operations or as a personal assistant is highly desirable. A customer-focused attitude with a commitment to providing high-quality service. Familiarity with executive administrative support functions is required. Proficient in MS Office (Outlook, Excel, Word, PowerPoint and Microsoft TEAMS in particular) and Windows; Google Suite including Gmail, Drive, Docs, Sheets, Forms; Photoshop knowledge a plus. Excellent web and technology skills and comfortable troubleshooting tech issues. Strong writing, proofreading and verbal communication skills. Excellent time management skills. Ability to define problems, collect data, establish facts, and draw valid conclusions. We offer excellent benefits to include Employee paid medical and dental, Profit Sharing, 401k and 401k Company match and much more. We are an equal opportunity employer. Job Type: Full-time Pay: $65,000.00 - $80,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance Schedule: Monday to Friday Ability to Relocate: Honolulu, HI 96813: Relocate before starting work (Required) Work Location:
In person
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