Overview
Senior Executive Assistant Jobs in Honolulu, HI at OFFICE OF HAWAIIAN AFFAIRS (OHA)
Full Job Description
GENERAL PURPOSE OF POSITION
The Senior Executive Assistant is responsible for providing day-to-day administrative support to the Chief Executive Officer (“CEO”) and handling a wide range of executive support related tasks for the Executive Office, with little or no supervision. The Senior Executive Assistant must regularly resolve complex administrative problems independently.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
1. Administrative and Clerical Support for Chief Executive Officer
a. Serves as the personal and confidential assistant to the Chief Executive Officer, and administrative support to the Chief Executive Officer. Handles confidential information which may have an impact on OHA’s operations, performance or reputation if shared beyond its intended audience.
b. Serves as technical support for the Chief Executive Officer by researching and compiling information. Prepares documents, matrices and charts.
c. Responsible for managing complex schedules and calendars of the Chief Executive Officer. Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities using discretion and independent judgment.
d. Screens, prioritizes and directs the Chief Executive Officer’s visitors and telephone calls. Serves as the liaison between the Chief Executive Officer and other staff, other offices and agencies.
e. Screens, prioritizes and directs the Chief Executive Officer’s mail and emails. Identifies mail and email requiring personal response by Chief Executive Officer, and refers remainder to appropriate OHA staff for response. Follows up on correspondence to ensure a timely response. Assists Chief Executive Officer in preparing appropriate response. Ensures that correspondence and materials are prepared and retained in conformance with established policies and procedures.
f. Prepares and organizes materials for conferences/meetings. May attend conferences/meetings to take notes and prepare summaries or minutes.
g. Requisitions supplies, equipment, printing, maintenance and other services for the Chief Executive Officer.
2. Executive Office Responsibilities
a. Tracks projects, deadlines, work assignments and work products of Directors and Managers as necessary. On behalf of Chief Executive Officer, conducts inquiries and responds to inquiries pertaining to assigned work activities or projects. Upon request, assists with project planning and development. Reports status and/or problems to the Chief Executive Officer.
b. Provides information to others seeking information on divisions, programs and operations. Refers detailed inquiries to the appropriate Directors or Managers.
c. Reviews and checks records and forms for accuracy, completeness and conformance with established OHA policies and procedures. Coordinates updates of forms and records to meet requirements under applicable federal, state and local laws.
3. Accounting Activities
a. Manages the Chief Executive Officer accounting activities. Prepares purchase requisitions, payment of invoices, check requests and request for reimbursements. Maintains records of expenditures.
b. Assists with the preparation of Budgets and explanations on any budget variances. Assists with collecting and compiling statistical, financial and other information for monthly, special and periodic reports.
4. Records Management Responsibilities
a. Prepares and maintains the Chief Executive Officer files in an organized manner.
b. Oversees…
Title: Senior Executive Assistant
Company: OFFICE OF HAWAIIAN AFFAIRS (OHA)
Location: Honolulu, HI
Category:
