Executive Assistant

HMSA•Honolulu, HI

About The Position

The Executive Assistant provides comprehensive administrative support to the CEO and/or assigned Executive(s), ensuring efficient use of their time and focus. This role involves managing communications, coordinating schedules, handling internal and external contacts, leading special projects, and overseeing budgeting and purchasing. The Executive Assistant will draft correspondence, manage sensitive information, conduct research, and follow up on pending issues. They will also coordinate visitors, resolve scheduling conflicts, and prioritize communications. Key responsibilities include managing the executive's calendar, arranging complex travel itineraries, and preparing presentations. The role also involves managing corporate communications, liaising with various parties, and responding to significant business matters. Additionally, the Executive Assistant will lead special projects, evaluate vendors, negotiate contracts, and guide staff and vendors. Financial responsibilities include reviewing purchase orders and invoices and ensuring adherence to accounting procedures.

Requirements

Associates degree and three years of related administrative support experience; or an equivalent combination of education and work experience.
Administrative support experience must have been at management or executive level.
Outstanding written and verbal communication skills.
High level of professionalism/professional aptitude in dealing with a variety of situations.
Demonstrated experience facilitating meetings at multiple levels of an organization; understanding of facilitation techniques.
Basic to Intermediate level knowledge of Microsoft Office applications: Outlook, Word, PowerPoint, and Excel.

Responsibilities

Relieves the CEO/assigned Executive(s) of majority of administrative functions and tasks, ensuring the most effective/efficient use of the Executive's attention and focus.
Drafts routine and specialized correspondences on behalf of the CEO/assigned Executive(s).
Receives, reviews and determines the appropriate parties to channel/direct sensitive, proprietary, and confidential matters to.
Actively follows up on the status of pending issues, conducts independent research on subject matters related to Executive's business areas and corporate position, and when appropriate responds independently on behalf of the executive in a timely manner.
Responsible for the inventory of supplies on the Executive floor.
Coordinates and hosts a variety of internal and external visitors.
Receives, escorts, and announces internal/external visitors to the Executive offices.
Resolves meeting or event conflicts.
Exercises independent judgment when prioritizing communications and determining urgency, escalation needs, and appropriate contact with CEO/assigned Executive(s).
Assesses situations and interrupts CEO/assigned Executive(s) schedule for issues/situations that the Executive Assistant determines require immediate action.
Answers and routes phone calls appropriately.
Oversees and maintains the calendar for CEO/assigned Executive(s) in highly organized and efficient manner.
Evaluates and prioritizes appointments and meetings based on urgency and business impacts, adjusting as needed.
Ensures CEO/assigned Executive(s) have an appropriate amount of time to effectively meet various obligations.
Books venue(s) for meetings, creates agendas, obtains relevant handouts/brochures, and procures refreshments for the meeting.
Maintains a global view of scheduling, efficiently and effectively coordinates with other assistants for meetings that require multiple Executives.
Arranges and books complex multi leg itineraries for executive or assigned parties as required.
Monitors and manages the corporate communications channel for CEO/assigned Executive(s).
Ensures the timely and accurate flow of information to and from the executive offices including but not limited to marketing initiatives, policy/procedure updates, corporate communications, and any other item that have companywide impact.
Prepares and modifies presentations and responses for both internal and external audiences.
Acts as a liaison by planning and scheduling across various communication channels to ensure all internal and external parties are well informed.
Responds independently to complex matters of significance impacting business goals and outcomes.
Lead/coordinates internal and external special projects and community engagement activities, simple to complex in nature, based on Corporate goals or initiatives.
Researches and evaluates vendors, obtains and reviews RFPs, conducts cost-benefit analysis, negotiates and enters into contracts for products or services on behalf of HMSA ensuring selection of the best vendor/contractor to meet project objective.
Efficiently guides vendors/contractors through the Contract Vendor Management (CVM) process.
Provides direction and guidance to volunteer staff and external vendors.
Also responsible for miscellaneous support tasks during projects/events.
Reviews and approves purchase orders and invoices within assigned signing powers/levels.
Acts as a liaison with various departments to ensure financial, budgeting, and accounting procedures are being followed, and authorizations are obtained.
Performs all other miscellaneous responsibilities and duties as assigned or directed.