As the first point of contact for The Kohala Center: •Convey a polite, professional, and welcoming presence to all callers and visitors; •Receive and route incoming calls and emails, and take accurate messages when needed; •Immediately undertake active inquiry process to learn about the various programs and projects of The Kohala Center in order to provide accurate and up-to-date information on all of The Kohala Center’s programs, events, and initiatives; •Schedule conference rooms; •Set up and breakdown conference room arrangements; •Handle purchasing of office supplies; •Maintain organizational calendar; •Maintain organizational equipment checkout and inventory; •Maintain contact database.
Administrative support: Provide all necessary and requested assistance of an administrative nature, as directed by the Executive Assistant and including direct administrative support to the Deputy Director. Regular tasks include: •Accurate word processing and data entry; •Formatting documents, including Excel documents; •Drafting of selected documents and announcements, including material for social media communications; •Attending program meetings and recording proceedings, as directed by the Deputy Director; •Maintaining program work flow chart, as directed by the Deputy Director; •Assisting with client contact, as directed by the Deputy Director; •Assisting with mailings; •Providing other office and administrative support tasks, as required by the Deputy Director.
Travel & lodging arrangements: Coordinate all travel arrangements for program staff and collaborators, traveling on behalf of The Kohala Center: •Work through The Kohala Center’s travel vendors to make flight reservations; •Maintain working list of arrivals and departures and coordinating with program managers to ensure lodging and travel arrangements are conveyed to all guest and partner travelers; •Work directly with travelers to resolve issues as they arise; •Maintain working list of preferred accommodations; •Work directly with program leaders to ensure travel costs are assigned to the correct accounts.
Meeting and event support: •Organize meetings and mount special events, as directed by the Deputy Director; •Coordinate all meeting and event support services, such as catering and AV; •Ensure events remain within budget; •Develop and maintain working relationships with hotel/lodge event planners and caterers; •Participate in on-site program support; •Make arrangements for special guests, working directly with the program leader.
Registration support: As first point of contact for the organization, the Administrative Assistant will conduct event and program pre-registration in collaboration with the program leader responsible for the program. Duties include: •Creating registration process for all new events and programs, including a log of registrants and inquirers; •Registering individuals for all of The Kohala Center’s learning programs and special events; •Working with Bookkeeper, who will receive and process all payments for registrations; •Maintaining accuracy and confidentiality with regard to all of The Kohala Center’s registration records; Executive Assistant to the Executive Director will direct Administrative Assistant re: standards of confidentiality. Required Knowledge, Skills and Abilities: Detail-oriented, responsible, enthusiastic, personable professional who enjoys contact with the public and supporting the work of program leaders. Exceptional command of written and verbal communications. Ability to maintain confidentiality. Ability to take initiative and assist in problem-solving. Enjoys working in a fast-paced environment, which requires excellent multi-tasking skills, judgment, and discernment. Enjoys interacting with people from all walks of life and from all over the world. Successful work history involving accurate word processing, data entry and multi-tasking. Expert knowledge of Excel, Word and Outlook. Two years experience in an administrative position that requires anticipating the needs of executives and their programs. Bachelors degree preferred. Knowledge of basic website development preferred.
Working Conditions •Work is performed in office and community settings. •Work is fast-paced, requiring communications across multiple time-zones and across cultures. •Work is client and service-driven. •Full time, 40-hours per week, generally 9:00am to 5:00 pm. Frequent special events and programs will require a great deal of flexibility in terms of scheduling to accommodate project needs. •Travel may be required from time-to-time for business matters, training and career development. •Performance review will be conducted after 30, 60, and 90 days, and every year thereafter. •The Kohala Center employee benefits package is competitive and includes health, dental, vision, prescription drug, and complementary health care insurance coverage, accrued vacation leave totaling two weeks for each of the first three years of employment and increasing to three weeks per year after that, access to direct deposit 401K retirement plan and supplemental disability plan.
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