Executive Assistant to SVP CFO - Finance, IT, Admin Team (FIAT)

Hawaii Community Foundation•Honolulu, HI

12d•$69,600 - $76,500•Hybrid

About The Position

The Executive Assistant is an exempt position providing professional, confidential, high-level administrative support to the Senior Vice President–Chief Financial Officer (SVP-CFO). The role serves as the primary administrative coordinator for the Finance, IT, and Administrative Team (FIAT), supporting departmental priorities through planning, coordination, communication, and operational oversight. The Executive Assistant builds and maintains effective relationships with HCF leadership, colleagues, nonprofit leaders, vendors, donors, and community partners in support of the Foundation’s mission. The role supports the SVP-CFO and the Board of Governors’ Finance and Investment Subcommittees, and contributes to FIAT operations and the Oahu office’s administrative services. Duties include managing calendars and meeting logistics, preparing materials and minutes, coordinating budgets and projects, maintaining records and procedures, assisting with building and office operations, and supporting cross-team collaboration. The position works under regular office conditions, with the ability to work remotely, and may require travel as needed.

Requirements

Bachelor’s degree preferred, or five years of experience supporting executives or managers required.
High proficiency with Microsoft Outlook, Word, Excel, PowerPoint, internet research, and databases.
High discretion when handling sensitive or confidential client and donor information, relationships, and funds.
Strong research, analytical, writing, proofreading, presentation, and organizational skills, with attention to detail and the ability to manage multiple assignments accurately and meet deadlines.
Strong problem-solving skills and ability to work with diverse people, coordinate peers and logistics, and make recommendations that produce results.
Strong leadership and work ethic.
Passion for the betterment of Hawai‘i and its people.
Knowledge of and sensitivity to the history and complexities of Hawai‘i’s multicultural community.
Ability to thrive in a collaborative, flexible organization and respect colleagues with diverse backgrounds and perspectives while adapting to community, client, and donor needs.
Excellent customer-service and interpersonal skills, including effective verbal and written communication with government officials, business and nonprofit leaders, donors, and other constituents.
Demonstrated ability to achieve goals independently and through others.
Ability to represent HCF in a poised and professional manner.
Commitment to providing high-quality service that meets or exceeds client needs.
Ability to travel as needed.
Ability to operate general office equipment, including computers, copiers, and printers.
Ability to lift, carry, push, or pull up to 25 pounds of general office material or equipment.

Nice To Haves

Accounting or bookkeeping experience.

Responsibilities

Establish and maintain communication and working relationships with HCF leadership, colleagues, board members, external partners, and other stakeholders.
Identify issues that may affect the SVP-CFO’s or department’s commitments, considering departmental work, HCF’s mission, and external trends.
Handle confidential matters for the SVP-CFO using sound, independent judgment.
Coordinate activities with senior management and track operational goals and departmental projects for the SVP-CFO.
Develop and coordinate FIAT’s annual budgets and support their execution.
Manage the SVP-CFO’s calendar, travel coordination, briefing materials, appointments, agendas, and meeting or event programs.
Support the SVP-CFO’s use of data systems, including entering meeting notes and retrieving reports.
Lead administrative support for the Board of Governors’ Finance and Investment Subcommittee meetings, including preparing materials, coordinating communications and logistics, producing and distributing dockets, taking minutes, and archiving documents.
Coordinate with other executive assistants and quality-check meeting material submissions; implement meeting preparation, management, and follow-up practices and respond to board member inquiries.
Develop a high-level understanding of organizational bylaws and governance policies and provide service to Finance and Investment Subcommittee board members.
Partner with Guest Services to arrange Welcome Experience coverage and coordinate building maintenance and parking requests.
Liaise with the C. Brewer Building Property Manager on building maintenance and repairs, including electrical, plumbing, and HVAC systems.
Oversee Oahu office facility needs and operations, including common areas, security, and office protocols and procedures; provide additional security oversight alongside the SVP-CFO.
Identify and recommend vendors for office support supplies and services.
Provide FIAT administrative support, including travel, meeting coordination, agendas, meeting materials, minutes, special projects, research, and recommendations.
Respond to calls and emails from staff, vendors, and nonprofit leaders; maintain files, reports, and other department information.
Maintain and distribute updated FIAT policies and procedures, monitor department timesheets, process reimbursements, draft correspondence, file and print materials, and maintain the department calendar.
Support team performance and accountability through clear communication, collaborative leadership, and processes that help ensure timely project deliverables.
Coordinate internal and external meeting and event logistics; work with project managers to track timelines, deliverables, and budgets.
Prepare client-facing presentations, proposals, and performance reports.
Support other executive assistants in improving efficiency, communication, and problem-solving; collaborate with FIAT colleagues and other HCF departments on relationship management.
Represent HCF knowledgeably and collaboratively in the community and perform other assigned tasks.