GlobalX Administrative Assistant

Mid-Pacific Institute•Honolulu, HI

15d•Onsite

About The Position

Mid-Pacific’s Global Exchange Academy (GlobalX) connects students in the U.S., Asia, the Pacific, and beyond through a dynamic blended learning platform. GlobalX offers traditional, experiential, and certificate-based courses spanning academic, co-curricular, and professional development opportunities. Students from elementary school through adulthood can explore credit-bearing and enrichment courses, community-based learning (internships and externships), arts, athletics, robotics, culinary, and inquiry-driven projects, and international and virtual programs. GlobalX also partners with Kupu Hou Academy, Mid-Pacific’s professional learning department, to provide development opportunities for teacher candidates, teacher leaders, and school leaders. The GlobalX Administrative Assistant plays a vital role in coordinating logistics, managing communications, and serving as the first point of contact for families participating in GlobalX programs. Reporting to the Director of the Global Exchange Academy, this position ensures smooth daily operations, supports data collection and reporting, and maintains a welcoming, confidential, and responsive environment for students, staff, and families.

Requirements

High school diploma required
3-5 years of administrative experience, ideally in an educational or nonprofit setting.
Proficiency with Google Suite and advanced Excel skills for data tracking.
Strong organizational, time management, and multitasking skills.
Clear and effective communication skills, both written and verbal.
Ability to work independently and collaboratively in a dynamic environment.
Demonstrated cultural competence and commitment to inclusive practices.

Nice To Haves

bachelor’s degree preferred (or equivalent experience)
Multilingual or bilingual ability (preferred but not required).

Responsibilities

Support all GlobalX Programs (Extended Learning, After School Care, Summer Programs, Virtual Programs, Interim Camps/Workshops, and International Day Camps).
Coordinate logistics and schedules for all programs.
Provide on-the-ground support during programs, ensuring smooth execution.
Track deadlines and deliverables, adapting to shifting program priorities.
Serve as the first point of contact for families, responding to inquiries and directing them to appropriate team members.
Communicate respectfully and effectively with students, staff, and families.
Support implementation of new and ongoing initiatives in collaboration with program managers.
Assist with data collection and tracking for program evaluation, attendance, and reporting.
Use Google Suite and Excel to prepare reports and maintain records.
Handle sensitive information with confidentiality and compliance.
Coordinate program communications, including email updates, schedules, reminders, and key announcements.
Support the Director with administrative tasks, including handling confidential information.
Perform additional duties as assigned to support the success of GlobalX programs.
Regular and predictable attendance at work.
Provides in-person support and service.
Participate in the development of a safe and healthy workplace.
Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.
Take reasonable care to ensure their own safety and health and that of others.
Report any injury, hazard, or illness immediately, to their Supervisor and Human Resources by completing a form.
Not place others at risk by any act or omission, not willfully or recklessly interfering with safety equipment.
Act as a role model by demonstrating safe work behaviors.
Identify, assess if necessary, and control hazards within the area of responsibility.
Ensure that equipment/supplies are properly maintained.
Maintain relevant knowledge of safety laws.
Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources.