Administrative Assistant

We are looking for a highly organized onsite Administrative Assistant to support executive leadership and project activities for a mission-driven non-profit organization in Honolulu, Hawaii. This Long-term Contract position is ideal for someone who can manage shifting priorities, communicate clearly, and keep administrative operations running smoothly in a fast-paced environment. The role works closely with senior leadership and project stakeholders while contributing to efforts that expand access to quality care across diverse and underserved communities. Success in this position requires sound judgment, attention to detail, cultural awareness, and a proactive approach to supporting multiple initiatives. Preference will be given to Oahu residents due to the nature of this opportunity.

Responsibilities:

• Manage complex calendars for executive leadership and project team members, ensuring appointments, deadlines, and scheduling changes are handled accurately.

• Arrange meetings from start to finish, including coordinating logistics, preparing agendas or supporting documents, and recording clear meeting notes.

• Draft, revise, and format clear and accurate communications such as letters, reports, memoranda, and instructional materials for internal and external audiences.

• Organize, maintain, and retrieve electronic and paper records so project and administrative documents remain accurate and accessible.

• Process incoming and outgoing mail and distribute materials promptly to the appropriate recipients.

• Prepare, assemble, and print packets, presentations, and other materials needed for meetings, projects, and leadership updates.

• Provide administrative support for project activities by tracking tasks, responding to requests, and helping keep multiple priorities on schedule.

• Assist with basic account tracking and routine bookkeeping activities under leadership guidance.

• Set up and support virtual meetings using Zoom and similar tools to ensure sessions run efficiently for participants.

Qualifications:

• At least 3 years of administrative support experience, preferably in a mission-focused organization.
• Demonstrated ability to manage multiple assignments independently while maintaining accuracy and meeting deadlines.
• Strong written and verbal communication skills, including the ability to produce clear correspondence and reports.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience scheduling appointments, coordinating meetings, and preparing detailed meeting minutes.
• Familiarity with Zoom and Google Workspace for communication, document coordination, and virtual collaboration.
• Excellent attention to detail, including strong spelling, grammar, and document review skills.
• Commitment to professionalism, inclusiveness, and culturally sensitive communication when working with diverse communities.

Compensation

$25.00-$28.00 Hourly

About Us

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