Kailani Tours Hawaii LLC
Personal Assistant to the Owner
JOB DESCRIPTION
Are you a master of multi-tasking? Do you love the idea of learning something new every day? Are you well presented, highly articulate, and do you possess a solid work ethic? We want you to work with us in our Kona office! Kailani Tours is seeking an exceptional person to assist in taking our business to the next level - somebody that will be recognized as a key part of our business operations.
Job Title: Executive Personal Assistant to the Owner
Company: Kailani Tours
Location: Kailua-Kona, Hawaii
Employment Type: Full-time, Salaried
Working Hours: 40-50 hours per week
Salary: Starting at $60,000 annually
Position Summary:
Kailani Tours, a renowned luxury travel and tour company, is seeking a highly motivated, positive, and energetic Executive Personal Assistant to support our Owner. This role is an exceptional opportunity for someone who is passionate about the travel industry and excels in a vibrant, fast-paced environment. As the Executive Personal Assistant, you will be integral to our team, adeptly handling a variety of tasks and challenges with enthusiasm and proficiency. If you have a love for interacting with people, a keen interest in the travel sector, and a zest for tackling diverse challenges, we invite you to join our team in Kailua-Kona.
Responsibilities:
1. Manage and organize the Owner's professional and personal calendar, including scheduling meetings, appointments, and coordinating travel itineraries.
2. Serve as the first point of contact for the Owner, managing communications with internal teams, clients, and external partners.
3. Prepare and organize important documents, presentations, and reports for business meetings and travel.
4. Assist in planning and coordinating company events, corporate functions, and team activities.
5. Conduct personal errands for the Owner with a high level of discretion and efficiency.
6. Keep abreast of latest trends in the luxury travel industry and provide regular updates to the Owner.
7. Liaise with different departments to assist in implementing business strategies and plans.
8. Manage email correspondence, prioritize important emails, and respond on behalf of the Owner when necessary.
9. Oversee project management tasks and ensure timely completion of assignments.
10. Display flexibility and readiness to undertake additional responsibilities as needed to support the Owner and the organization.
Required Skills:
1. Bachelor’s degree or equivalent in Business Administration, Communication, or a related field.
2. At least 2 years of experience in a personal assistant, executive assistant, or similar role.
3. Outstanding organizational and time management skills with the ability to prioritize effectively.
4. Excellent verbal and written communication skills.
5. Strong interpersonal abilities, capable of working effectively with diverse individuals.
6. High level of discretion and commitment to maintaining confidentiality.
7. Proficient in Microsoft Office Suite and familiar with various project management tools.
8. Ability to work independently and collaboratively within a team.
9. Proactive problem-solving skills and quick, thoughtful decision-making ability.
10. Passionate about the travel industry and eager to learn and grow.
Preferred Skills:
1. Experience in the luxury travel or hospitality industry.
2. Proficiency in multiple languages.
3. Knowledge of CRM systems and productivity software.
4. Experience in managing business social media accounts.
5. Creativity and innovation in approach to tasks and problem-solving.
Job Requirements:
1. Based in or willing to relocate to Kailua-Kona, Hawaii.
2. Flexibility to work 40-50 hours per week, including occasional overtime as needed.
3. Willingness to travel both domestically and internationally on behalf of the company.
4. Must be legally authorized to work in the United States.
Note: This job description is intended to provide an overview of the key responsibilities and requirements for the position and may be adjusted as the business needs evolve.
Position Summary:
As the Executive Personal Assistant to the Owner at Kailani Tours, your role is multifaceted and dynamic, requiring adaptability and a diverse skill set. A typical day involves a mix of administrative tasks, coordination, communication, and strategic planning. The workload is diverse, and while each day may vary, the following is a general breakdown of tasks by percentage:
- Calendar Management and Scheduling (20%): Your day often begins with reviewing and organizing the Owner’s calendar. This includes scheduling meetings, arranging appointments, and ensuring there are no conflicts. You'll be responsible for fine-tuning the day's agenda to maximize efficiency.
- Communication Management (15%): Managing the Owner’s emails and calls is crucial. This involves filtering important messages, drafting responses, and ensuring timely communication with internal and external stakeholders.
- Document Preparation and Reporting (10%): Preparing reports, presentations, and documents for meetings and business decisions. This may include gathering data, creating PowerPoint presentations, and compiling briefing papers.
- Travel Coordination (10%): Organizing travel itineraries, including flights, accommodations, and ground transportation. This involves meticulous planning to ensure seamless travel experiences for the Owner.
- Project and Event Coordination (15%): Assisting in the management of projects and events. This includes liaising with different departments, following up on tasks, and ensuring deadlines are met.
- Internal Coordination (10%): Acting as a liaison between the Owner and other departments, facilitating communication and helping to align business activities with the Owner’s objectives.
- Personal Errands (10%): Handling personal tasks for the Owner which can range from simple errands to more complex personal projects, always ensuring discretion and efficiency.
- Industry Research and Briefing (5%): Keeping abreast of the latest trends in the luxury travel industry and preparing briefs or summaries for the Owner. This helps in making informed business decisions.
- Ad-hoc Tasks and Problem Solving (5%): Addressing unexpected issues or tasks that arise throughout the day. This requires quick thinking and problem-solving skills.
Remember, these percentages are approximate and can vary depending on the specific demands of the day or week. The role requires flexibility and the ability to prioritize tasks efficiently to support the dynamic needs of the Owner and the company.
Job Type: Full-time
Pay: From $60,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Weekends as needed
Education:
Experience:
- Hospitality: 5 years (Preferred)
License/Certification:
- Driver's License (Required)
Shift availability:
Willingness to travel:
Work Location: In person
