Senior Administrative Assistant

Kamehameha Schools

3d • $27 - $36 • Onsite

About The Position

Kamehameha Schools is seeking a highly organized and proactive Senior Administrative Assistant to support its Operations team, including Trades, Custodial, and Grounds departments. The role provides confidential and administrative support to division leaders and serves as an operational partner coordinating administrative functions that help keep campuses running smoothly and efficiently.

The position prepares, reviews, and executes purchase requisitions, contracts, and other procurement-related documents; manages fiscal records and monthly budget reconciliations; and arranges travel, staff development, and reimbursements. It also handles confidential and sensitive correspondence, project documents, and internal documents such as Requests for Approval (RFAs). The work is typically conducted Monday through Friday during normal business hours in an office environment, and may also take place in non-standard workplaces. Flexible hours may be needed.

Requirements

• Associate degree; an equivalent combination of education and experience may substitute.
• At least 5 years of administrative or directly related work experience.
• Ability to work with confidential and sensitive information.
• Excellent organizational and self-initiative skills to coordinate multiple assignments, tasks, and demanding deadlines.
• Working knowledge of microcomputers and database, flowcharting, word processing, and spreadsheet software applications.
• Ability to work flexible hours as needed.
• Ability to perform assigned projects professionally, confidentially, and competently.
• Ability to manage workload and multiple assignments to achieve project goals and objectives.
• Ability to problem-solve and recommend short- and long-term solutions.
• Ability to work independently with varied responsibilities and multiple priorities.
• Ability to cooperate with leadership and staff in joint efforts where group unity and efficiency are paramount.
• Strong working knowledge of presentation software such as PowerPoint and Visio.

Nice To Haves

• Familiarity with Kamehameha Schools’ organization, internal policies, procedures, and practices.

Responsibilities

• Manage calendars, appointments, meetings, agendas, web-based tools, and physical office space for division or department leaders.
• Prepare meeting agendas and notes, attend meetings and take minutes, follow up on action items, and coordinate division meeting logistics, including reservations, meals, handouts, and setup.
• Coordinate employment-related documents and processes for key management and leadership positions, including searches, committees, interviews, scheduling, and related logistics.
• Lead and coordinate division responses to organization-wide activities, communications, outreach, training, and safety and security messages.
• Coordinate and oversee division procurement processes, including purchase requisitions and orders, bid solicitation and evaluation, procedure documentation, telephone charge analysis, equipment inventory certification, file maintenance, contract review, and mobile or smartphone coordination.
• Process correspondence and documents; maintain physical and electronic operational files and shared storage; and coordinate document submissions for review and approval.
• Receive, route, and respond to calls, messages, correspondence, and inquiries; provide information in accordance with organization policy; and compose general correspondence.
• Prepare, review, and audit purchase requisitions and maintain records of approved requests and fiscal documents.
• Prepare expense reports for staff tuition, mileage, and business reimbursements, and coordinate staff development arrangements.
• Reconcile records against JDE reports and assist with division variance reports.
• Coordinate purchase and maintenance of office equipment.
• Prepare, coordinate, and reconcile staff travel arrangements and submit expense reports after travel.
• Lead and organize event tasks, including attendee lists, agendas, travel, planning meetings, food and beverage, IT support, logistics, and event-day coordination.
• Support assigned projects through research, file maintenance, drafting, copying, editing, proofreading, timeline and milestone tracking, and project communications.
• Assist with preparing organizational charts and multimedia presentations.

Benefits

• Kamehameha Schools describes a Total Rewards Program supporting employees’ physical, mental, and financial well-being and refers applicants to its Benefits Summary for details.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree