Executive Assistant – Finance, IT, Admin

This is a fully remote position, open to applicants in Hawaii.

📋 Description

• Deliver high-level administrative support in a professional and confidential manner to the SVP-CFO.

• Coordinate the administrative, logistical, and communication requirements for FIAT projects and departmental priorities.

• Build and maintain relationships with executive leadership, the Board of Governors, colleagues, and external partners.

• Proactively recognize issues impacting departmental commitments and propose solutions.

• Address confidential matters with sound independent judgment.

• Monitor operational goals and work-unit projects for the SVP.

• Develop and oversee FIAT’s annual budgets and assist in budget execution.

• Manage the SVP’s calendar, travel arrangements, briefing materials, appointments, agendas, and programs.

• Support the SVP in utilizing data systems, including entering meeting notes and generating reports.

• Provide administrative support for Finance and Investment Subcommittee meetings.

• Prepare meeting materials, communications, logistics, minutes, dockets, and maintain document archives.

• Implement meeting operating protocols and act as the administrative liaison to the Finance and Investment Subcommittee.

• Address inquiries from Board members and provide assistance to committee members.

• Coordinate Welcome Experience coverage, building maintenance, and parking services with Guest Services.

• Communicate with the C. Brewer Building Property Manager regarding maintenance and repairs.

• Oversee HCF’s Oahu office facility, common workspaces, security measures, and office protocols and procedures.

• Identify and recommend vendors for office support supplies and services.

• Provide administrative support for FIAT-related travel, meetings, agendas, materials, and minutes.

• Conduct research and proactively suggest recommendations for special projects.

• Manage phone calls and emails from staff, vendors, nonprofit leaders, and other contacts.

• Maintain files, reports, policies, procedures, calendars, and departmental information.

• Oversee department timesheets and process reimbursements.

• Support team processes and systems, project timelines, deliverables, and budgets.

• Prepare presentations, proposals, and performance reports for clients.

• Collaborate with executive assistants and internal departments to enhance efficiency and relationship management.

• Represent HCF in the community and undertake additional assigned tasks.

⛳️ Requirements

• Bachelor’s degree preferred or a minimum of five (5) years of experience in supporting at an executive or managerial level is required.

• Proficient in Microsoft Outlook, Word, Excel, Internet research, PowerPoint, and databases.

• High level of discretion when handling sensitive or confidential client and donor information.

• Excellent skills in research, analysis, writing, proofreading, presentation, and organization.

• Strong attention to detail, with the ability to work under deadlines and manage multiple assignments accurately and promptly.

• Strong problem-solving capabilities.

• Ability to manage peer efforts, logistics, and recommendations to achieve tangible results.

• Demonstrated leadership qualities and a strong work ethic.

• Accounting or bookkeeping experience is an advantage.

• A demonstrated passion for the advancement of Hawai‘i and its people.

• Knowledge, sensitivity, and understanding of Hawai‘i’s multicultural community.

• Ability to thrive in a highly collaborative and adaptable organization.

• Exceptional customer-service-oriented interpersonal skills with effective verbal and written communication.

• Proven experience in achieving goals independently and through collaboration with others.

• Ability to represent HCF in a poised and professional manner.

• Commitment to delivering high-quality service.

• Required travel as needed.

• Capability to operate general office equipment.

• Ability to lift, carry, push, or pull up to 25 lbs. of office materials or equipment.

🏝️ Benefits

• Opportunity to work remotely.

• Flexible hours tailored to business needs.

• General office hours are Monday through Friday, from 8:00 am to 5:00 pm.

• A professional and collaborative work environment.

• Chance to support HCF’s mission and community impact.