Executive Assistant to the Executive Director of Institutional Advancement

Mid-Pacific Institute•Honolulu, HI

5d•Onsite

About The Position

Under the direction of the Executive Director of Institutional Advancement (EDIA), the Executive Assistant will perform responsible and complex administrative work; exercise discretion and independent judgment particularly with senior administrative staff, senior volunteer leadership (trustees, counselors, etc.), prospective donors and donors; and evaluate and determine the most appropriate steps to ensure the proper functioning and information flow of the Institutional Advancement office.

Requirements

At least two years of experience serving as an assistant to an executive or senior leader.
Strong organizational skills, with the ability to manage immediate, short-term, and long-term projects simultaneously.
Excellent attention to detail, including the ability to edit and proofread documents for accuracy, clarity, consistency, and tone.
Strong written and verbal communication skills, with the ability to communicate progress clearly and proactively.
Ability to prioritize tasks, manage deadlines, anticipate needs, ask clarifying questions, and seek guidance when appropriate.
Ability to maintain strict confidentiality, exercise sound judgment, and understand when information should be elevated.
Professionalism, discretion, warmth, flexibility, empathy, good humor, and a strong sense of follow-through.
Strong problem-solving skills and a solutions-oriented approach to complex tasks, scheduling, events, data entry, and office operations.
Ability to work independently while collaborating effectively with colleagues across departments and divisions.
Proficiency with Google Workspace, including Docs, Sheets, Slides, Forms, Drive, and Calendar.
Facility with Excel, Adobe Acrobat, Canva, presentation software, and other school systems or technology platforms.
Familiarity with database and CRM systems and how to use them effectively for finding information.
Comfort supporting budgets, purchase orders, and other administrative processes.
Ability to interpret instructions and information provided in written, oral, schedule, spreadsheet, or diagram form.
Willingness to learn new systems and skills that improve schoolwide processes and office efficiency.
Willingness to give and receive feedback constructively and engage in direct, respectful dialogue when questions or concerns arise.
Understanding that schools are complex, relational, and fast-moving environments.

Nice To Haves

Associate�s or Bachelor�s degree preferred.

Responsibilities

Serve as key liaison with the Office of the President.
Organize and perform varied and complex administrative duties of the EDIA.
Serve as key assistant for the EDIA; represent the office in a positive and inviting manner.
Screen visitors, mail and telephone calls: ascertain the nature of their business, help those that can be taken care of personally, and redirect those which can be handled by others.
Serve as liaison for communication between the EDIA and key administrators, prospective donors, donors and volunteers; and brief EDIA, as needed.
Maintain the EDIA's calendar and calendar for Office of Institutional Advancement; schedule meetings and appointments; generate staff meeting agenda; supervise and coordinate work flow of office (liaison between EDIA, advancement services, donor relations, and directors of alumni relations and annual fund).
Remain current concerning problems, situations and conditions of special interest to the EDIA; exercise independent judgment and anticipation concerning matters requiring the EDIA's attention to assure timely action.
Receive, open and review incoming correspondence (electronic and hard copy) referred or addressed to the EDIA, determine appropriate handling and forward to others to the appropriate office for handling.
Compose and prepare responses to correspondence and other inquiries as appropriate; final copies of talking points or speeches, etc.; initiate format and check for accuracy of spelling, punctuation, grammar, etc.
Review outgoing correspondence submitted for the EDIA's signature for proper format, sentence structure and typographical accuracy, and ascertain that the response is in accordance with the EDIA's views.
Supervise other administrative personnel in the Advancement office.
In coordination with Advancement Services, conduct research and prepare reports for the EDIA, research records and obtain information for other offices and agencies as necessary to perform assigned duties as directed.
Work independently without guidance in the performance of day-to-day work and in providing services on behalf of the EDIA during the absence of the EDIA.
Keep EDIA informed of actions and issues affecting IA office operations during the absence of the EDIA.
Maintain key files and records in connection with the EDIA's work and exercise initiative in establishing or revising files to meet current needs.
Supply specific documents, correspondence or information from files upon request of EDIA or other authorized persons.
Assist other school staff by clarifying status of activities usually handled by the EDIA, exercising sound judgment and discretion.
Prepare and edit reports, correspondence, spreadsheets, presentations, records using standard office software.
Operate office equipment, including copy and scanning machines as appropriate for contemporary corporate communications and recordkeeping.
Arrange travel, hotel, conference and other arrangements for the EDIA as necessary, maintain itineraries while on travel status, and compute and complete statement of travel forms as required.
Attend to the procurement of supplies, maintenance of services, etc, to see that the EDIA's office is adequately provided for in these areas.
Prepare and record purchase orders for the IA office for budget tracking purposes.
Maintains strict confidentiality and exercises sound judgment when handling sensitive information related to donors, prospective donors, gifts, fundraising activities, and institutional matters.
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.
Not place others at risk by any act or omission, not willfully or recklessly interfere 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. Sexual abuse includes child molestation, any actual or alleged illegal or otherwise wrongful sexual conduct with a minor, and serial sexual misconduct, any actual or alleged illegal or otherwise wrongful sexual conduct with more than one victim; and committed by or alleged to have been committed by any perpetrator who is not a student of an included entity.
Demonstrating Professional Body of Knowledge : A professional demonstrates an understanding of practice area knowledge and appreciates learning more about this practice area and beyond.
Professional as a Learner : A professional engages in career-long professional learning and ongoing critical reflection to identify opportunities for improving leadership, mentoring, and collaboration. The inherent nature of a professional staff member is a keen, lifelong passion for learning, and a deep curiosity and wonder about people, events, and places.
Fostering Effective Relationships : A professional builds positive working relationships with colleagues, other departments, and the community.
Establishing an Inclusive Environment : A professional creates a safe, caring environment that is inclusive of and engaging for others.
Professional as a Leader : A professional seeks leadership opportunities.