Administrative Assistant Job at HBC MANAGEMENT SERVICES INC in Honolulu

About Haka Inc.

Haka is a reputable professional services company specializing in serving federal government and military clients. With strong partnerships in the Department of Defense, Homeland Security, and the commercial services industry nationwide, we have established a stellar reputation for excellence. We are looking for a uniquely qualified individual to fill the role of Protocol Administrative Assistant, stationed at Camp HM Smith, Oahu. The Protocol Assistant plays a key role in supporting high-level military and civilian engagements.

Join Our Dynamic Team

The US Pacific Command Headquarters Protocol Office at Camp HM. Smith is tasked with providing protocol support to the Commander and his staff. This office manages the Distinguished Visitor (DV) program, facilitating interactions with high-ranking officials from the Department of Defense, government branches, and foreign nations. The Protocol Office oversees the planning and execution of significant events, such as changes of command, promotions, retirements, and award ceremonies. The Protocol office responsibilities include creating guest lists, tracking RSVPs, advising on event logistics, seating arrangements, and coordinating security needs. They also conduct reviews for senior leaders, ensuring all aspects of visits and events are well-organized, both at Camp HM Smith and at off-site locations hosted by the Commander.

Essential job functions include, but not limited to:

• Assist the Chief of Protocol with financial reports and daily updates to tracking systems
• Manage guest lists, RSVPs, seating arrangements, and logistics for distinguished visitor events
• Provide administrative support such as handling base access, badges, and gift exchanges, and ensuring proper event documentation
• Engage with senior leaders and staff daily, managing correspondence, calendars, and itineraries
• Answering phone calls, review emails, update template rosters, handle parking requests and correspondence
• Support senior leader events with logistics, graphics, and protocol preparation
• Prepare weekly administrative reports and assist with VIP visits
• Other office administrative duties as assigned.

Employee Benefits

Haka offers a competitive benefit package that includes medical, dental, vision, prescription, long term disability, voluntary life insurance, 401(k), 11 paid Federal holidays, paid vacation and sick leave, among more!

Education

Associates degree in relevant field or applicable experience may substitute for education

• Must have 3+ years' experience working in an administrative role
• Experience in office management and associated bookkeeping
• Must be able to read and interpret policies, guidance, and procedures
• Must be computer literate, able to type at least 40 words per minute, and skilled in Microsoft Windows applications
• Must have excellent communication skills, both written and oral, due to high level of interface with various levels of authority, rank, both military and civilian, Government service representatives, law enforcement, security, etc.
• Regularly transporting Protocol items to various locations at work site and across O’ahu
• Proficient with using Microsoft Office applications
• Must be professional and have excellent communication skills-verbal and written
• Must be detail oriented and organized
• Able to prioritize workload
• Must be a U.S. citizen and shall be fluent in the English language
• Must have current Secret security clearance.

Haka Incorporated is an equal opportunity employer. Haka is committed to creating a diverse and inclusive workplace that promotes equal opportunities for all employees. We welcome and encourage applications from qualified individuals of all backgrounds and experiences. If you are looking for a challenging and rewarding career, we encourage you to apply for this position.

HAKA is an EOE-D/V/M/F