Executive Assistant to the Chief Operating Officer & Chief Financial Officer

University of Hawai‘i Foundation•Honolulu, HI

1d•$70,000 - $80,000

About The Position

The Executive Assistant (EA) to the Chief Operating Officer (COO) and Chief Financial Officer (CFO) provides high-level administrative, governance, and operational support to the COO & CFO, and administrative and project coordination support to Accounting & Finance and the Development & Planning Manager. Working closely with the EA to the CEO, this position supports Board of Trustees (BOT) and committee activities, including drafting minutes for Executive Committee and full Board meetings. The role serves as the primary administrative liaison for the Foundation’s corporate insurance program and nonprofit regulatory filings; supports the internal Real Estate Committee in managing gifted property; coordinates recurring documentation and compliance activities related to trust, real estate, and bond matters; and assists with operating budget monitoring, vendor invoice processing, and financial and donor research. The position also supports special projects and operational initiatives in service of the UH Foundation’s mission.

Requirements

Bachelor’s degree and at least five years of progressively responsible administrative or executive support experience in corporate, higher education, nonprofit, or professional services environments; an equivalent combination of education and experience may be considered.
Working knowledge of basic accounting and budgeting concepts, accounts payable processes, and nonprofit operations.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Excellent writing, editing, and proofreading skills, including the ability to produce accurate, concise minutes and polished documents.
Strong organization, attention to detail, and project coordination skills, including the ability to manage multiple priorities, projects, and deadlines in a fast-paced, complex environment.
Ability to work independently, exercise sound judgment, take initiative, and contribute collaboratively as part of a team.
Strong verbal communication, customer service, interpersonal, and relationship-management skills, including the ability to work effectively with a diverse community.
Professionalism, reliability, proactivity, and commitment to excellence.
Ability to exercise discretion and maintain confidentiality when handling sensitive donor, financial, and Board matters.
Must pass a background check upon offer of employment.
Ability to sit at a desk and use a computer for extended periods.
Ability to operate general office equipment, including a computer, printer, photocopier, scanner, and phone system.
Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
Visual acuity to read printed and electronic documents and computer screens.
Ability to communicate verbally and in writing, and hearing and speaking abilities for in-person, phone, and video conversations.

Nice To Haves

Experience supporting a board of directors or trustees, including preparing board materials and drafting meeting minutes, is strongly preferred.
Familiarity with corporate insurance renewals and nonprofit regulatory filings is preferred.
Experience running reports in a financial system and using a CRM or donor database is preferred.

Responsibilities

Manage the COO & CFO’s calendar; schedule and coordinate meetings; prepare agendas and materials; track action items; and follow up on matters arising from meetings.
Compile financial-system reports and donor information from the CRM to prepare the COO & CFO for meetings.
Research, draft, edit, and proofread correspondence, reports, presentations, and other documents; gather information into meeting materials, reports, and talking points.
Arrange travel, itineraries, and reimbursement documentation, and ensure signing-authority coverage during the COO & CFO’s absences.
Maintain effective working relationships with people inside and outside the UH Foundation and UH System.
Organize documents and meeting materials and maintain records in accordance with the UH Foundation’s record retention policy.
Provide backup administrative support with other administrative personnel.
Partner with the EA to the CEO to coordinate Board of Trustees and committee meetings, calendars, and logistics.
Draft minutes for Executive Committee and full Board meetings and maintain resolutions and governance documentation.
Review board packets and meeting materials for accuracy, completeness, and consistency before distribution.
Assist with trustee onboarding and annual governance activities, including compiling conflict-of-interest disclosures and IRS Form 990 questionnaires.
Serve as a professional point of contact for trustees and key stakeholders.
Administer the corporate insurance program by maintaining policy and renewal schedules, coordinating with the insurance broker, and tracking certificates of insurance.
Prepare and submit required nonprofit government filings and maintain a compliance calendar for registrations, tax-exempt bond filings, and other recurring deadlines.
Coordinate bond indenture disclosure filings and supporting documentation with Development and the Development & Planning Manager.
Coordinate collection of documentation for audits, compliance reviews, and regulatory filings.
Participate in Finance team meetings and coordinate project status, open issues, decisions, and follow-up items.
Monitor operating budgets for the COO & CFO’s areas, track spending, and flag variances or questions in accordance with budget policies.
Coordinate vendor invoices, obtain required approvals, and ensure timely processing and payment in accordance with Foundation policies.
Run and prepare financial-system reports to support analysis, meetings, and decision-making.
Maintain working knowledge of donor accounts and account administration policies, and use the CRM to look up donor records for meeting preparation and inquiries.
Prepare and coordinate trust-related, real estate transaction, and supporting documents for review and signature; track execution and retain completed documentation.
Provide administrative support to the internal Real Estate Committee and track gifted real estate from acceptance through sale.
Coordinate with brokers, appraisers, title and escrow companies, and other sale participants; maintain property files and status reports; schedule committee meetings; and document decisions and action items.
Assist with benchmarking and research projects involving nonprofit organizations and institutionally related foundations.
Support special projects and operational initiatives assigned by the COO & CFO.
Provide project coordination and administrative support to Human Resources, Accounting & Finance, and the Development & Planning Manager as priorities require.
Perform other duties and activities in support of the UH Foundation’s mission as assigned.

Benefits

10% 403(b) contributions after seven months of employment, paid by the Foundation, automatic and not dependent on employee contributions; contributions are immediately 100% vested.
Term life insurance.
AD&D insurance.
Short-term disability insurance.
Long-term disability insurance.
Tuition reimbursement after one year of employment.
Employee assistance program.
Generous paid time off and paid holidays.
Health, prescription, dental, and vision insurance, with costs shared by the company and employees.
Free parking after five years of service.
Medical Flexible Spending Account available for purchase.
Dependent Care Flexible Spending Account available for purchase.
Insurance coverage for spouse and/or children available for purchase.
Critical care insurance available for purchase.
Legal insurance available for purchase.
Pet insurance available for purchase.