<span>Executive Assistant</span>

Hawaii Dental Service (Hds)-posted about 1 year ago
Full-time • Mid Level
Honolulu, HI
Insurance Carriers and Related Activities
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The Executive Assistant provides high-level administrative support to the President & CEO and serves as a liaison to various boards, including the HDS Board of Directors and the HDS Foundation Board. This role requires strong organizational skills, the ability to manage multiple projects, and effective communication with executives and public sectors. The Executive Assistant will coordinate meetings, manage schedules, and handle logistics for events, ensuring smooth operations within the executive office.

  • Provide primary support to the HDS Board of Directors, HDS Foundation Board, and HCS Board of Directors.
  • Coordinate and administer meeting schedules for the year for all three Boards and eight Committees.
  • Plan events and negotiate venue contracts for the Annual Meeting of the Members, Annual Board Retreat, and offsite December Board meeting.
  • Manage overall logistics for all meetings and events, including setting up meeting space and audio-visual needs.
  • Anticipate and prepare agenda items for all Board and Committee meetings.
  • Prepare correspondence, update Board records, and distribute meeting packets for all Board and Committee meetings.
  • Attend all HDS Board, HDS Foundation Board, and HCS Board meetings quarterly, in addition to all Committee meetings.
  • Make travel arrangements for neighbor island Board members.
  • Provide direct executive administrative support to the President & CEO, including managing a demanding appointment schedule.
  • Communicate with various individuals on behalf of the President & CEO, handling numerous emails and correspondence.
  • Prepare spreadsheets, statistical reports, and other materials as needed.
  • Reconcile and prepare monthly credit card expenses for the President & CEO and others.
  • Review and prepare documentation for CEO approval, including invoices and contracts.
  • Analyze and prepare Executive Office cost center budget and ensure adherence to it.
  • Manage LifeLock subscriptions for executives and Board members.
  • Coordinate in-office schedules and back-up support for Administrative Assistants.
  • Manage reception coverage and issue parking validations for guests.
  • Bachelor's degree in business administration or Para-Legal Certificate preferred, or equivalent experience.
  • Five (5) years of experience providing support at the executive level or four (4) years of progressively responsible office administration experience.
  • Certified Notary (current or will obtain within the first six months of entering into this position).
  • Ability to handle confidential and sensitive issues and materials.
  • Excellent organizational and calendar management skills.
  • Ability to handle multiple tasks and prioritize with attention to detail.
  • Strong communication skills, both orally and in writing, with all levels of staff and external parties.
  • High degree of professionalism, self-motivation, and flexibility.
  • Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
  • Experience assisting management with the creation of PowerPoint presentations.
  • Experience scheduling travel arrangements for management.
  • Health insurance
  • Paid holidays
  • Professional development opportunities
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