Administrative Assistant in Kapolei, Hawaii at Partners In Development

Primary Purpose Responsible for day-to-day administrative support for the KHO managers to successfully meet all program goals and objectives.

Essential Duties

● Coordinate, organize, and maintain scheduling and electronic calendaring for KHO managers and send reminders; make appointments, schedule reservations, calendar activities, etc.;

● Greet visitors to the office in a professional manner, making them feel welcome and comfortable;

● Answer phone calls and direct callers to the appropriate staff and follow up as needed;

● Interact with vendors with professionalism and respect and direct them as necessary:

● Monitor and maintain incoming mail and deliveries to ensure proper distribution; and outgoing mail and deliveries with proper postage and delivery;

● Take meeting notes;

● Maintain and track files, documents, and data as directed;

● Conduct errands and tasks for program compliance;

● Assist with any special projects or campaigns;

● Establish, preserve, and cultivate positive, professional relationships with program participants, colleagues, and program partners with respect and care;

● Drive vehicles in a safe and legal manner.

Other Duties Other duties as assigned including, but not limited to, completing all forms and documentations such as reports related to grant objectives, professional development evaluations, and helping with special KHO events.

Work Hours

● Monday through Friday, 7:00am-3:30pm, or as otherwise determined by management;

● Position requires regular and predictable attendance;

● Occasionally, some events in evenings or on weekends at various times.

Working Conditions

● Working indoors in an office;

● Some work outdoors for normal program or special events may be required;

● Travel in program and/or personal vehicle to and from program and vendor sites and events.

Equipment Use May include use of: personal and program vehicles, vehicle maintenance tools, electronics and office equipment (computer, laptop, copier/scanner, shredder, fax machine, office phones, work cell phones, bluetooth, etc.), prepping equipment (paper cutter, Cricut, corner cutters, etc.), computer programs such as MS Word, Power Point and Excel.

Mental, Physical and Communication Demands

Mental:

● Consistent adherence to the practice of PIDF’s five core values that are used as a guiding force in the success of all of its programs;

● Must analyze and problem solve issues;

● Must be able to multi-task and prioritize;

● Must possess strong interpersonal skills;

● Take responsibility and ownership for successfully accomplishing work and the organization’s objectives and delivering results. Set high standards of shared performance for self and others;

● Foster a respectful environment while supporting fair treatment and opportunity for all colleagues, partners, and communities;

● Ensure work is thoughtfully completed, accurate, and error-free to the highest degree possible.

Physical:

● Frequently sitting and performing deskwork;

● Occasionally operating a motor vehicle;

● Requires occasional lifting, pushing or pulling of up to 25 pounds.

Communication:

● Must exhibit courteous and professional demeanor towards all via verbal, written, physical, and electronic correspondence;

● Effectively able to actively and attentively listen and communicate, think through, evaluate and solve problems logically;

● Initiate a “can do” attitude with a friendly, outgoing and positive personality, while maintaining professionalism;

● Must maintain confidential information.

Minimum Qualification Requirements

● High-school diploma or equivalent;

● Minimum two (2) years of clerical or administrative experience that demonstrate ability to perform the work of the position;

● Must have access to a functional vehicle, a valid driver's license, a safe and responsible driving record and current no-fault auto insurance, with at least $100K in bodily injury liability per person and $25K in property damage liability;

● Must be able to effectively use a personal computer, possess typing skills and use related office equipment with knowledge of a variety of integrated software programs, such as MS Word, Excel, PowerPoint.