Administrative Assistant I-Senior

Central Pacific Bank•Honolulu, HI

4h•$41,600 - $62,956•Onsite

About The Position

This role encompasses three levels of administrative support: Administrative Assistant I, Administrative Assistant II, and Senior Administrative Assistant. The Administrative Assistant I provides foundational support with some guidance, focusing on calendar management, meeting and travel coordination, document preparation, and tracking follow-ups. The Administrative Assistant II offers more independent support, demonstrating stronger judgment and initiative in managing complex calendars, preparing leadership-level materials, and coordinating events. The Senior Administrative Assistant provides the highest level of support, including to senior leaders, committees, regulators, and investors, requiring exceptional judgment, discretion, and the ability to work independently in a fast-paced, confidential executive environment.

Requirements

High School Diploma or GED equivalency required.
2+ years of experience of administrative support in a corporate office supporting a senior manager required (for AA I).
3+ years of experience of administrative support in a corporate office supporting a senior manager required (for AA II).
4+ years of experience of administrative support in a corporate office supporting a senior manager required (for Senior AA).
Experience in a financial institution, professional services, corporate environment, or regulated environment preferred.
A Bachelor’s Degree in a related field may be substituted for 2 years of required work experience.
5+ years of prior experience supporting senior executives, C-suite leaders, Board members, executive committees, regulatory meetings, or highly confidential leadership matters required (for Senior AA).
Must be able to perform light physical work and to move or lift items including but not limited to boxes, files and papers up to 20 pounds.
Must be able to operate and proficiently use standard office equipment, including phone, copier, personal computer and/or other work related mechanical or electronic devices and applications.
Must be able to clearly communicate verbally and in writing with all internal and external customers.
Must also be able to hear sufficiently to engage in daily discussions and interactions.
Must be able to read and understand bank-related documents.
Must be able to work in a conventional office setting, involving sitting at a desk or workstation for long periods of time.
Must also be able to adapt to different work environments as needed to perform the job.

Nice To Haves

Bachelor’s Degree from an accredited 4-year university, preferably in a related field preferred.

Responsibilities

Organizes and maintains routine departmental information, records, procedures, reports, and operational data.
Updates standard reports and data spreadsheets.
Compiles documents and prepares routine materials for management and departmental meetings.
Coordinates meetings, conference calls, appointments, and travel arrangements; confirms schedules and communicates changes.
Tracks assigned follow-up items and deadlines and notifies appropriate staff of items requiring attention.
Drafts routine correspondence, memos, and communications.
Processes selected invoices and payment documentation.
Maintains calendars and serves as a liaison with internal and external contacts.
Supports a professional and confidential office environment, responds to inquiries, assists with events and division activities, and provides administrative support for special projects.
Organizes and maintains departmental policies, procedures, confidential materials, operational records, reports, and project information with limited supervision.
Obtains, validates, and consolidates information to develop or improve reports, data spreadsheets, and sensitive management documentation.
Conducts research, analyzes data, and prepares statistical or operational reports for management review.
Prepares agendas, presentations, reports, and supporting materials for recurring management meetings and other division meetings.
Coordinates complex calendars, meetings, conference calls, appointments, and travel for the Division Manager and Department Managers, resolving routine scheduling conflicts.
Monitors action items, project milestones, and deadlines; follows up with responsible parties and escalates time-sensitive matters as appropriate.
Independently drafts and distributes correspondence, memos, reports, and internal communications.
Reviews and authorizes selected invoice payments within delegated authority and follows up on discrepancies.
Serves as a primary liaison with internal and external contacts, responds to inquiries, and provides information using sound judgment and discretion.
Coordinates division activities, community events, and internal or external events; recommends improvements to administrative work procedures and supports special projects.
Directs the organization and maintenance of highly confidential policies, procedures, strategic projects, operational records, reports, and management information for the division.
Determines information requirements and leads the development and continuous improvement of complex reports, data spreadsheets, and special management documentation.
Conducts advanced research and analysis, interprets data, and prepares statistical and operational reports that identify trends, risks, priorities, or matters requiring management attention.
Leads preparation for executive and management meetings, including agendas, briefing materials, presentations, reports, and follow-up documentation.
Manages complex and frequently changing calendars, meetings, conference calls, appointments, and travel for the Division Manager and Department Managers; independently resolves conflicts and prioritizes access.
Oversees action-item tracking, project schedules, and critical deadlines; coordinates across departments, anticipates delays, and escalates issues requiring immediate management attention.
Composes, reviews, and finalizes sensitive correspondence, memos, reports, and communications on behalf of management.
Exercises delegated authority for selected invoice payments, reviews supporting documentation, and resolves exceptions with appropriate parties.
Represents the division as a senior liaison with internal and external contacts, handles complex inquiries, and applies discretion and sound judgment in determining appropriate responses.
Establishes and improves administrative work procedures, coordinates high-visibility division and community events, leads complex special projects, and provides guidance or work direction to other administrative staff as assigned.