Executive Assistant & Office Administrator
Full-Time | Wai Kai | ʻEwa Beach, Oʻahu
$28.00 - $32.00 per hour, depending on qualifications and experience
Join the Wai Kai Team
Are you someone who enjoys keeping things organized, supporting others, and being the person people can count on to get things done?
Wai Kai is looking for an Executive Assistant & Office Administrator to support our Vice President while helping oversee the day-to-day operations of our main office. This role is a great fit for someone who enjoys a variety of responsibilities, takes pride in creating a welcoming and organized environment, and can balance multiple priorities while maintaining a high level of professionalism and confidentiality.
As the first point of contact for many employees, guests, vendors, and business partners, you'll play an important role in helping our office and leadership team operate smoothly. No two days are exactly the same, and we're looking for someone who is proactive, resourceful, detail-oriented, and enjoys supporting a fast-paced hospitality and recreation business.
If you're the type of person who notices what needs to be done before being asked, enjoys building relationships, and thrives in a role where organization and communication are key, we'd love to hear from you.
What You'll Be Doing
Front Office Administration & Office Operations
- Serve as the primary point of contact for the Wai Kai main office, welcoming employees, guests, vendors, and business partners in a professional and friendly manner.
- Manage the day-to-day operations of the front office and reception area.
- Monitor, order, and maintain office supplies, equipment, and inventory.
- Coordinate office maintenance requests and service needs for equipment such as printers, copiers, and office systems.
- Receive and distribute mail, deliveries, and shipments.
- Maintain office common areas, conference rooms, and workspaces to ensure they remain organized, professional, and operationally ready.
- Assist with office events, meetings, and administrative logistics as needed.
Executive Support
- Provide direct administrative support to the Vice President.
- Manage calendars, schedule meetings, coordinate appointments, and assist with prioritizing competing commitments.
- Prepare correspondence, reports, presentations, meeting materials, and other business documents.
- Coordinate meeting logistics, including scheduling, room reservations, materials, and follow-up items.
- Screen and route communications, inquiries, and requests appropriately.
- Assist with special projects, research, and administrative initiatives as assigned.
- Maintain confidential records and sensitive business information with the highest level of discretion and professionalism.
Employee & Business Support
- Assist with onboarding logistics, including issuing company property, uniforms, name badges, wristbands, and other administrative items in coordination with Human Resources.
- Coordinate office-related vendor relationships and purchases.
- Support company-wide administrative initiatives and office communications.
- Perform other duties as assigned to support the overall success of Wai Kai.
What We're Looking For
- Minimum of 3 years of experience in office administration, executive support, hospitality administration, or a related field.
- Prior experience supporting executive-level leadership preferred.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Professional, approachable, and customer-service oriented.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Ability to work independently while maintaining a high level of accountability and attention to detail.
- Positive attitude and willingness to support a team-oriented work environment.
Education & Experience
- Associate's degree preferred; equivalent experience will be considered.
- Previous experience in hospitality, tourism, executive support, office administration, or a related field preferred.
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Frequent standing, walking, and interaction with employees, guests, and vendors.
- Occasional bending, reaching, and lifting up to 20 pounds.
- Ability to adjust schedule as needed to support business needs, meetings, or special events.
Why Wai Kai?
At Wai Kai, we're committed to creating memorable experiences for our guests while fostering a positive and supportive workplace for our team members. This role offers the opportunity to work closely with leadership, contribute to the success of a growing organization, and play an important part in supporting daily operations behind the scenes.
We look forward to learning more about you!
Pay: From $28.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Application Question(s):
- This position is regularly scheduled Monday through Friday from 8:30 AM - 5:00 PM with a paid 30-minute lunch. Due to the hospitality and tourism industry, occasional early mornings, evenings, and/or weekends may be required. Are you able to meet these scheduling requirements? Please explain.
- Please describe your experience managing calendars, coordinating meetings, preparing correspondence, and handling confidential information.
- This role serves as the primary point of contact for the Wai Kai front office. Please describe a time when you provided exceptional customer service or assisted a guest, employee, or business partner.
- Please describe your proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, including how you have used these programs in previous positions.
- Are you able to successfully complete employment verification, a criminal background check, and a pre-employment drug test? Please respond Yes or No.
- Why are you interested in joining Wai Kai, and what about this position stood out to you?
- What is your desired hourly rate?
- If selected, when would you be available to begin employment?
- Please describe your experience providing executive-level administrative support, office administration, or a similar role. Include the leaders you supported and your primary responsibilities.
Work Location: In person
