We are hiring an Office Administrator & Executive Assistant

Hawaiian Islands Land Trust is currently looking for an experienced Office Administrator and Executive Assistant. This position will play an integral role in the organizational strength of our nonprofit land trust. The Executive Assistant will provide administrative management support to the Chief Executive Officer, manage the Oahu office, assist the Development Director in donor communications and gift processing, assist the Chief Conservation Officer with communications, and answer and respond to calls and emails. Qualified candidates will have impeccable verbal and written communication skills, experience managing an office, experience managing schedules and competing demands of an executive, attention to detail, a proactive, self-driven work style, and will work well with the team.

RESPONSIBILITIES

• Schedule meetings and coordinate the calendar of the CEO, and assist in managing communications of the CEO
• Create and manage an organizational calendar
• Assist in database management in coordination with the Director of Development to include gift entry and data management utilizing the organization’s CRM software
• Assist the Chief Conservation Officer with schedule management and meeting follow-up
• Coordinate staff meetings and consistent communication and collaboration of staff
• Record dictation of staff to the database, following meetings, and conduct meeting follow-up
• Conduct clerical duties, including filing, answering general phone calls, responding to general emails, expense reports, and preparing documents
• Monitor and maintain office equipment; inventory supplies and order replacement supplies as needed
• Create, update, and maintain personnel records, financial records, and other records/data
• Perform accounting tasks, including invoicing, budget tracking, coordination with the organization’s book keeper, and making deposits
• Assist with travel arrangements for office staff
• Monitor incoming and outgoing mail; receive and sign for mail/packages from couriers and deliver to proper recipient
• Prepare correspondence, documentation, and presentation materials
• Take notes at meetings and prepare minutes
• Coordinate volunteers to help with administrative tasks as needed
• If the candidate is skilled in design/layout, the job responsibilities can be expanded to include design and production of outreach materials

QUALIFICATIONS

• High school diploma; associate’s or bachelor’s degree in business, administration, or related field experience
• Significant experience in office administration/management, executive assistant experience preferred but not required
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel), Google Drive and Google Docs, and a CRM software; scheduling appointments/updating online calendars a must; website maintenance a plus.
• Highly organized multi-tasker who works well in a fast-paced environment
• Willingness to learn and to grow with the nonprofit
• Excellent written and verbal communication skills
• Absolute accuracy and attention to details
• Complete confidentiality and discretion, sound judgement
• Demonstrated strategic thinking and initiative; self-starter and self-directed
• Believes in the land conservation mission of Hawaiian Islands Land Trust
• Familiarity with Hawaiian language and Hawaii’s history and land use is an added strength
• Design and layout skills are an added strength