Strategic Executive Assistant

HMSA•Honolulu, HI

About The Position

The Strategic Executive Assistant will provide high-level administrative and strategic support to the Executive and department leadership. This role involves managing calendars, coordinating meetings, preparing documents, arranging travel, and acting as a liaison between the Executive and various stakeholders. Additionally, the assistant will support and coordinate Communications department initiatives, acting as a strategic partner in planning, execution, and cross-functional alignment. This includes managing communications-related projects, supporting strategic initiatives, gathering and interpreting data, monitoring projects, and assisting with department processes. The role also provides operational and administrative support for the department, including reviewing expense reports, coordinating equipment maintenance, onboarding new employees, and maintaining department records. Miscellaneous responsibilities may include leading small events and projects.

Requirements

Associates degree and three years related experience or equivalent combination of education and experience.
Excellent interpersonal and communication skills (verbal and written).
Demonstrated experience working with management/leadership.
Demonstrated ability to handle confidential matters.
Administrative skills.
Strong verbal and written communication skills.
Effective time management and people management skills.
Basic knowledge of Microsoft Office applications. Including but not limited to Word, Excel, PowerPoint, and Outlook.

Responsibilities

Provide high-level administrative and strategic support to the Executive and department leadership, exercising independent judgment to ensure effective use of leadership time and focus.
Manage the Executive's calendar and schedule balancing priorities, proactively resolving conflicts, ensuring appropriate desk time and downtime, and maximizing efficiency.
Brief the Executive on schedule changes, priorities, and high-impact deadlines to support workload.
Screen incoming calls and correspondence. independently triage, research, prioritize, and respond where appropriate, including sensitive, proprietary, and confidential matters.
Act as a liaison between the Executive and management personnel, their assistants, and internal and external stakeholders.
Coordinate and manage meetings and conference calls, including attendee scheduling, logistics, conference rooms, catering, technology needs, materials, and follow-up to ensure preparedness and accuracy.
Create and distribute clear, well-organized memos, reports, presentations, and spreadsheets, including materials containing sensitive and confidential information; coordinate reviews and approvals as required.
Arrange complex, multi-stop travel itineraries; prepare and compile travel documentation and receipts for reimbursement submission.
Demonstrate discretion, initiative, diplomacy, and problem-solving skills when handling urgent requests, last-minute changes, and challenging situations.
Recommend and implement improvements to administrative processes to increase efficiency and effectiveness.
Support and coordinate Communications department initiatives, acting as a strategic partner in planning, execution, and cross-functional alignment.
Manage and coordinate communications-related projects, collaborating with internal and external stakeholders to produce requested materials and support corporate meetings, events, and special projects.
Partner with the Executive and leadership team to support development, execution, and adjustment of strategic initiatives aligned with organizational goals.
Gather and interpret data to identify trends and generate insights that inform strategic and operational decisions.
Monitor high-priority departmental and organizational projects, providing regular status updates, recommending next steps, and supporting execution and project management efforts.
Assist with developing and tracking department processes to ensure smooth, cohesive workflows across teams; communicate updates and adjustments to stakeholders as needed.
Serve as a thought partner for Executive on complex, high-level initiatives, supporting strategic planning through execution.
Provide operational and administrative support for department.
Review staff expense reports for accuracy and completeness; approve or deny on behalf of leadership and route approved reports for final authorization.
Coordinate maintenance and setup of department equipment, partnering with building management and IT as needed.
Onboard new employees to ensure readiness on administrative matters.
Maintain department records and files in compliance with corporate document retention guidelines.
Performs all other miscellaneous responsibilities and duties as assigned or directed, which may include leading small local or virtual events and projects.