Senior Executive Assistant Job at Kamehameha Schools in Honolulu

Job Posting Title
Senior Executive Assistant

Employee Type
Regular

Recruiting Start Date
11-04-2024

Job Exempt?
No

Recruiting End Date
Open Until Filled

Aloha mai! Mahalo for your interest in Kamehameha Schools. If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our 'ohana!

Job Summary

Provides executive level support to the Managing Director, Asset Management and Manages the administrative, fiscal and human resources matters for the group by performing a variety of functions. Develops and implements procedures related to group operations. Manages department and administrative staff.

Essential Responsibilities

Executive Support

• Provides financial, technical and analytical support to the Executive, including division Directors and Managers as needed; manages daily administrative operations to ensure overall efficiency and effectiveness; and manages overall master calendar for the Group to ensure all reporting requirements, special projects, policies & procedures, legal requests, internal audit etc. are completed on a timely basis.
• Manages the calendar and scheduling and travel for the group Executives and Senior Leaders including prepping meeting documents.

Policies & Procedures

• Develops and implements effective administrative, fiscal and human resources procedures by researching and reviewing existing processes, identifying and streamlining bottlenecks, evaluating and making changes as needed. Assures compliance to policies and procedures; communicates all changes by disseminating and educating appropriate staff members.
• Maintains guidelines by writing and updating procedures as needed.
• As assigned, manage the EVPs responsibility for addressing Internal Audit recommendations for the Group in a timely and effective manner.

Operations Support

• Determines appropriate course of action for administrative, fiscal and human resources concerns by investigating and analyzing issues, consulting with management staff, discussing options for consideration, identifying and evaluating legal or morale impact. May serve as a project manager for operational projects or initiatives.
• Compiles and reviews performance/merit forms ensuring employee reviews are complete and merit recommendations fall within guidelines.
• Manages overall space/office planning needs for Group by working with Facilities Department.
• Receives and monitors staff technology requests.

Budget Administration

• May participate in the budget development process including consolidating information and producing final budget product.
• May review variance reports and justifications on behalf of the leader to ensure staff remains within approved budgets.
• Analyzes business unit expenses to identify opportunities for cost savings and efficiency.
• Performs administrative tasks in support of budget management and reporting.

Supervision

• May directly or indirectly supervise other administrative staff to include coordination of work and workload, ensuring consistent and compliant execution of Group transactions and activities and carries out supervisory responsibilities as required.

Event Support

• Participates in coordination and set up of events for staff, students, and/or community.
• Leads or coordinates group Hawaiian Cultural development and/or other team building activities.

Meeting Coordination

• Responsible for meeting coordination for Group meetings which may include scheduling, calling for agenda items, calendaring meeting topics, coordinating meeting logistics and note taking and meeting minutes.
• May coordinate representation of group on various cross-group or organizational committees.

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

• Bachelor's Degree in general business, accounting, management, education, or related field
• Minimum of 5 years of management support experience.
• Ability to make objective decisions, recommendations and exercise authority in a confident manner and under conditions of urgency and pressure.
• Must be able to work with extremely confidential, privileged and sensitive information.
• Strong analytical and critical thinking skills to render clear judgment and recommend appropriate action.
• Excellent fiscal skills to include skills in budget and procurement administration.
• Excellent verbal and written skills necessary to communicate effectively with all levels within the organization and community.
• Ability to prepare clear and concise reports and presentations.
• Excellent working knowledge of Microsoft Office Products (Word, Excel, Access, PowerPoint, Outlook), Google software (Docs, Sheets, etc.) and other technology software and hardware.
• Ability to work evening and weekend hours as required to meet goals and objectives or complete projects and urgent assignments.

Preferred Qualifications

• Knowledge of Kamehameha Schools mission and strategic vision.

Physical Requirements

• Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.
• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 10 pounds.
• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.

Working Conditions

• Work is conducted in an office environment and may require work to be conducted in non-standard workplaces.
• Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours are often required to meet goals and objectives.

For internal use only: #LI-CAR

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Work Year
12

Pay Range
33.75 - 45.84 Hourly

Compensation and Benefits
Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee 'ohana. Explore our comprehensive Benefits Summary for more information.

Primary Location
Kawaiahao Plaza

City, State
Honolulu, Hawaii

Additional Locations