Executive Assistant

Honolulu Academy of Arts • Honolulu, HI

9d • $70,000 - $80,000 • Onsite

About The Position

The Executive Assistant is a high-impact role supporting the Honolulu Museum of Art’s Museum Director and CEO under the direction of the Director and CEO. The position coordinates the Director’s Office’s day-to-day administrative operations and helps ensure seamless workflow, responsiveness, and follow-through. It requires strong critical thinking, sound independent judgment, discretion, and exceptional organizational and administrative skills to balance a complex schedule and competing priorities in support of the Museum’s objectives. The Executive Assistant is expected to bring a professional, welcoming demeanor and a genuine interest in art, HoMA, and its programs.

The role provides executive and administrative support, manages communications and stakeholder relationships, coordinates travel and special events, supports records management and nonprofit governance practices, and manages projects and cross-departmental initiatives. It also contributes to HoMA’s commitment to inclusion, diversity, equity, accessibility, and belonging.

Work takes place in an office environment. General office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexible scheduling as appropriate. The position may require some evening and weekend hours and availability for emergencies. The employee must be able to fulfill the essential duties with or without reasonable accommodation.

Requirements

• Bachelor’s degree and at least five years of administrative experience, or an equivalent combination of education and experience.
• Three years of experience in an executive support role.
• Excellent attention to detail, including the ability to edit and proofread documents for accuracy, clarity, consistency, and tone.
• Strong written and verbal communication skills, including the ability to communicate progress clearly and proactively.
• Ability to maintain absolute confidentiality and discretion regarding information at the highest levels.
• Ability to work independently, demonstrate initiative, and anticipate and plan in advance.
• Exacting organizational skills and ability to juggle multiple tasks, scheduling, and appointments.
• Proficient technology skills, including Microsoft Office, travel booking, presentation creation, and electronic records management.
• Professional demeanor, excellent people skills, emotional maturity, and ability to build effective relationships.
• Forward-looking approach, actively seeking opportunities and proposing solutions.
• Honesty, integrity, and a strong work ethic supported by commitment, enthusiasm, and follow-through.
• Ability to work within and support a diverse community of visitors, artists, and employees.
• 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

• Working experience with a museum or other nonprofit organization.
• Experience in a museum, arts and culture, or nonprofit organization with multiple worksites.
• Understanding of and dedication to advancing the Honolulu Museum of Art’s identity, vision, and values.

Responsibilities

• Coordinate the Director and CEO’s day-to-day administrative operations and ensure seamless workflow, responsiveness, and follow-through.
• Manage a complex and frequently changing calendar; coordinate travel; prepare meeting materials; maintain contacts; draft correspondence; and anticipate needs and priorities.
• Draft, edit, and distribute internal and external communications on behalf of the Director and CEO.
• Support compliance, transparency, and sound organizational practices through effective records management and application of nonprofit governance principles.
• Plan, coordinate, and execute special events hosted by the Director and CEO, including VIP visits.
• Serve as the primary point of contact between the Director and CEO and internal and external stakeholders, including museum board members, donors, patrons, and officials.
• Manage special projects and cross-departmental initiatives led by the Director’s Office.
• Monitor and submit expense reports and reconcile budgets.
• Plan and coordinate complex travel arrangements, including flights, accommodations, and itineraries.
• Foster and preserve a culture of inclusivity, diversity, equity, and accessibility through respectful communication and cooperation, continuous training, and modeling inclusive behaviors.
• Partner with HR to support the leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of belonging that embraces all staff contributions.
• Perform other duties as assigned.

Benefits

• Fully covered medical, dental, and vision insurance for employees.
• 12 paid holidays.
• 15 days of vacation accrued in the first year, increasing to 20 days in the second year.
• 15 days of sick leave accrued annually.
• Group retirement plans with employer matching after 12 months of service.
• Museum, Shop, Café, and Art School discounts.
• Onsite parking.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior