Executive Assistant - 203136

IMUA Family Services•Kahului, HI

17h•Onsite

About The Position

The Executive Assistant provides high-level administrative, project management, and operational support to the Chief Executive Officer. The ideal candidate is a highly organized, proactive, and compassionate professional who thrives in a fast-paced nonprofit environment and possesses the cultural competence to represent Imua Family Services to donors, families, and community partners.

Requirements

Associate degree or higher preferred, or an equivalent combination of education and 2–5 years of progressive administrative or executive support experience.
Advanced skills in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and proficiency with virtual meeting platforms (Zoom, Teams).
Superior verbal and written communication skills with a compassionate, family-centered approach.
Exceptional time-management capabilities, sharp attention to detail, and the ability to multitask effectively under pressure.
Ability to work with diverse populations and groups of Maui County, including individuals with substance use disorders, mental health diagnosis, HIV positive individuals, and homeless individuals.
Ability to speak to and work with a variety of people from various ethnic and socioeconomic groups.
Ability to communicate both verbally and in writing.
Ability to use office equipment, including computers and software packages proficiently.
Responsibility for maintaining client confidentiality and PHI.
Have transportation, i.e., automobile, etc. which is fully insured and has current registration, safety check, and Hawaii driver’s license.
Ability to work agreed upon scheduled hours – may include some evenings and weekends.

Nice To Haves

Previous experience in the nonprofit sector or healthcare/social services is highly preferred.
Familiarity with the Maui community and the unique cultural landscapes of Maui County is a strong plus.
Ability to translate complex information about health insurance to individuals and groups with varied educational levels and backgrounds.
Ability to work with other people in a collaborative manner.
Effectively trained in cultural competencies.

Responsibilities

Manage the CEO’s calendar, scheduling, meeting logistics, and travel coordination, including itineraries for the CEO, CFO, and COO as needed.
Draft, format, proofread, and distribute correspondence, reports, presentations, agendas, minutes, board packets, talking points, speeches, and briefing materials.
Track the CEO’s deadlines, action items, and priority projects to support timely follow-through.
Serve as a primary point of coordination for executive communications with staff, board members, donors, partners, vendors, and community stakeholders.
Screen and manage speaking requests directed to the CEO and the organization.
Schedule staff meetings, ensure staff access to the CEO, and relay documents, mail, and items requiring CEO attention.
Process purchase requests, reimbursements, invoices, and receipts for the CEO.
Maintain discretion and confidentiality with sensitive organizational, personnel, financial, and strategic information.
Coordinate Board and committee meeting logistics: scheduling, agendas, board packets, material distribution, minutes, and follow-up communication.
Manage the BoardNetwork account and related server folders; train Board members on using the system as needed.
Prepare Board Member applications and recruitment folders.
Prepare travel requests and arrangements for the Board Chair when needed; coordinate travel arrangements for the Board of Directors as needed.
Track organization-wide deadlines, projects, and follow-up items, and serve as a central point of contact for urgent organizational needs.
Support office-wide communication and coordination, including preparing and distributing internal updates (in collaboration with the Communications Director).
Manage several agency-wide email accounts – monitoring, responding, redirecting inquiries, and ensuring timely follow-up (in collaboration with the Communications Director).
Schedule shared meetings and organization events and send reminders for agency-wide meetings and retreats.
Help develop and standardize administrative processes; assist with data entry, reporting, and basic recordkeeping.
Manage electronic agency collateral (letterhead, brochures, logos) and assist with supply ordering and office operations (in collaboration with the Office Manager).
Contribute to agency-wide administrative and operational projects to support smooth day-to-day operations across departments.
Assist the CEO with coordination of Annual Fundraising Events, including oversight, coordination, set-up, tear-down, and booking and negotiating vendors, permits, and rental agreements – in partnership with the COO.
Support coordination of staff social activities and agency events.
Work with the COO to build event and program registration sites.
Participate as necessary in fundraisers and other agency outreach activities that serve to increase the credibility and visibility of Imua Family Services in the community.
Maintain a company credit card for booking expenses and services for the agency; complete appropriate paperwork and purchase requests.
Maintain board and executive records, files, and reference materials (reports, minutes, correspondence) for the CEO and Board Chair in an organized and confidential manner.
Organize and maintain electronic and paper files, records, and administrative systems to support efficient operations and information retrieval.
In collaboration with the Director of Communications, manage media files for external and internal use.
Store, distribute, and manage inventory of agency items (e.g., tablecloths, hotspots).
Perform other related duties as needed to support the CEO and the overall needs of the organization.