Executive and Administrative Assistant

Boys & Girls Club of Hawaii•Honolulu, HI

1d•$58,559 - $60,000•Onsite

About The Position

The Executive and Administrative Assistant (EAA) provides primary administrative support to the President & CEO and Chief Operations Officer (COO), coordinates administrative support for the Corporate Board, and helps ensure effective day-to-day operations of the administrative office. The role requires strong organization, sound judgment, discretion, proactive follow-through, and the ability to manage multiple priorities in a mission-driven, high-performing environment. The EAA builds collaborative, respectful relationships with staff, Board members, partners, vendors, and other stakeholders. The position normally works Monday through Friday during business hours of 8:00 a.m. to 5:00 p.m., with flexibility to work other hours as needed. It is an exempt position based in the Administration Office. The role supports executive and Board activities, including executive calendars and communications, Board and committee meetings and records, Board onboarding and events, and travel arrangements for executive management and other staff as needed. Boys & Girls Clubs of Hawaii works to enable young people, especially those who need support most, to reach their full potential as productive, caring, responsible citizens. Its programs provide a safe place, caring adult mentors, and enriching opportunities during after-school hours. The organization describes its workplace culture through the values of Kindness and Aloha; Integrity and Trust; Highest Potential; Diversity, Fairness, and Inclusion; and Growth Mindset.

Requirements

Strong executive administrative skills, including correspondence, email and calendar management, scheduling, meeting coordination, and recordkeeping.
Excellent writing, editing, and formatting skills, with the ability to tailor materials to diverse audiences.
Exceptional organizational skills and attention to detail, accuracy, consistency, and professional presentation.
Ability to anticipate executive and Board needs and communicate professionally on behalf of the CEO and COO.
Strong collaboration, judgment, decision-making, and problem-solving skills.
High degree of personal and professional integrity and ability to handle confidential information.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, as well as Zoom and Adobe.
Valid Hawaii driver’s license in good standing.
Two to three years of progressively responsible executive administrative support experience.
Ability to embody the organization’s values, including kindness and aloha, integrity and trust, working toward the highest potential, diversity, fairness and inclusion, and a growth mindset.

Nice To Haves

College degree, associate or bachelor’s degree.
Experience supporting senior executives and boards within a nonprofit or comparable organization.

Responsibilities

Anticipate and manage the complex administrative needs of the President & CEO and Chief Operations Officer.
Manage the CEO’s and COO’s calendars and workflows, including scheduling, prioritization, invitations, RSVP tracking, meeting preparation, and competing priorities.
Coordinate executive communications, track action items, and ensure timely follow-up on key responsibilities.
Schedule internal and external meetings, prepare and distribute materials, and coordinate administrative follow-up.
Serve as the primary administrative coordinator for the Corporate Board and designated Board committees, managing scheduling, agendas, meeting materials, attendance, RSVPs, minutes, and corporate records in the board management system.
Support Board recruitment, new member onboarding and orientation, Board communications, and special events in coordination with the CEO and COO.
Coordinate logistics for Board and committee meetings, including facilities, meeting spaces, meals, refreshments, and supplies.
Manage end-to-end travel arrangements for executive management and other staff as needed, including itineraries, transportation, lodging, meeting arrangements, travel briefings, and related expenses.

Benefits

Professional development opportunities.
Full-time positions receive 19 days of paid time off, in addition to paid time off for the employee’s birthday.
Up to 17 paid holidays each year.
100% employer-paid medical, dental, and vision insurance for employees working more than 20 hours per week, with the option to upgrade to family insurance plans at reduced rates.
Pension with an 8% salary match; eligibility depends on length of employment with BGCH.
Life insurance for employees working more than 30 hours per week.
Employee Assistance Program.
Discounted pet insurance.
Annual employment-anniversary bonus in the form of an Amazon Gift Card.
Annual birthday Safeway Gift Card.
Part-time employees also receive paid time off.