Executive Administrative Assistant
About The Position
Aloha! One of Hawaii's largest healthcare organizations is seeking a highly organized, professional, and proactive Executive Administrative Assistant to provide executive-level administrative and operational support across Utilization Management transformation and leadership activities. This role will support calendar management, executive travel arrangements, meeting coordination, executive communications, presentation preparation, document management, operational logistics, and administrative coordination across multiple leaders, initiatives, and stakeholders. The ideal candidate is highly organized, detail-oriented, responsive, and able to operate effectively in a fast-paced executive environment requiring professionalism, discretion, adaptability, and strong follow-through.
Requirements
- High school diploma or equivalent required
- 3–5+ years of administrative or executive support experience
- Experience supporting senior leaders or executives
- Strong organizational and time management skills
- Strong verbal and written communication skills
- Proficiency in Microsoft Office Suite, Teams, Outlook, and PowerPoint
- Ability to manage multiple priorities in a fast-paced environment
- Background check required
Nice To Haves
- Experience supporting executive-level operations or leadership teams
- Experience coordinating large meetings, leadership calendars, and executive logistics
- Healthcare experience helpful but not required
- Experience in preparing executive presentations and professional documents
- Highly organized
- Professional
- Proactive
- Detail-oriented
- Responsive
- Collaborative
- Adaptable
- Discreet
- Dependable
- Service-oriented
Responsibilities
- Manage executive travel, complex calendars, scheduling, and meeting coordination across multiple leaders and stakeholders
- Coordinate meetings, leadership forums, workgroups, and operational sessions
- Prepare meeting materials, agendas, notes, presentations, and follow-up documentation
- Support executive communications, correspondence, and document preparation
- Organize and maintain administrative files, records, and operational documentation
- Coordinate logistics and administrative support for operational and transformation initiatives
- Track action items, meeting follow-up, and administrative deliverables
- Support onboarding, team coordination, and administrative workflow activities
- Assist with operational reporting, document formatting, and presentation preparation
- Serve as a professional point of coordination across leaders, departments, vendors, and stakeholders
- Help ensure timely communication, scheduling alignment, and meeting readiness
- Maintain professionalism, discretion, and confidentiality in handling sensitive information
- Promote organization, responsiveness, professionalism, and operational efficiency
- Anticipate administrative needs and proactively support leadership operations
- Help maintain consistency in administrative processes and coordination activities
Benefits
- Medical, dental & vision
- Critical Illness, Accident, and Hospital
- 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
