About Imua Family Services
Since 1947, Imua Family Services has been an essential pillar of the Maui County community, empowering children and their families to reach their full potential through comprehensive early childhood development and intervention services. We pride ourselves on being a deeply collaborative, family-centered organization and are recognized leaders in our field.
Position Summary
The Executive Assistant provides high-level administrative, project management, and operational support to the Chief Executive Officer. The ideal candidate is a highly organized, proactive, and compassionate professional who thrives in a fast-paced nonprofit environment and possesses the cultural competence to represent Imua Family Services to donors, families, and community partners.
Qualifications
Tech Proficiency: Advanced skills in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and proficiency with virtual meeting platforms (Zoom, Teams).
Essential Duties and Responsibilities:
CEO Support
Manage the CEO’s calendar, scheduling, meeting logistics, and travel coordination, including itineraries for the CEO, CFO, and COO as needed.
Draft, format, proofread, and distribute correspondence, reports, presentations, agendas, minutes, board packets, talking points, speeches, and briefing materials.
Serve as a primary point of coordination for executive communications with staff, board members, donors, partners, vendors, and community stakeholders.
Schedule staff meetings, ensure staff access to the CEO, and relay documents, mail, and items requiring CEO attention.
Maintain discretion and confidentiality with sensitive organizational, personnel, financial, and strategic information.
Board of Directors & Committee Support
Coordinate Board and committee meeting logistics: scheduling, agendas, board packets, material distribution, minutes, and follow-up communication.
Agency-Wide Coordination & Administration
Track organization-wide deadlines, projects, and follow-up items, and serve as a central point of contact for urgent organizational needs.
Manage several agency-wide email accounts — monitoring, responding, redirecting inquiries, and ensuring timely follow-up (in collaboration with the Communications Director).
Events, Fundraising & Outreach
Assist the CEO with coordination of Annual Fundraising Events, including oversight, coordination, set-up, tear-down, and booking and negotiating vendors, permits, and rental agreements — in partnership with the COO.
Financial & Purchasing Support
Records, Files & Inventory
Maintain board and executive records, files, and reference materials (reports, minutes, correspondence) for the CEO and Board Chair in an organized and confidential manner.
Store, distribute, and manage inventory of agency items (e.g., tablecloths, hotspots).
Other
General
In performing the duties of this Job, the employee is regularly required to sit while working on the computer or answering phones. Mostly sedentary work, employee may occasionally be required to reach, stoop, bend, kneel, and crouch. The employee should have manual dexterity to be able to file, type, and accomplish general office tasks specific to job duties of this position. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Travel
Available to travel on occasion for meetings, seminars, and training courses to locations on Maui, and outer islands and occasionally mainland travel.
The above information on this description has been designated to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.
DECISION MAKING
WORKING CONDITIONS (environment)
Indoor air-conditioned office setting predominantly. Occasionally required to be outdoors for travel, and can be exposed to variable weather conditions. Support groups may be off-site in a community meeting space. Occasional inter-island travel by commercial air carrier or boat. Occasional exposure to noise, moisture, noxious odors, and gases. Occasional exposure to dust, dirt, cold, and biological and chemical agents.
Equipment:
Frequent use of telephone system and office equipment, i.e. computer, printer, FAX machine, copier, and general office supplies.
Physical Demands:
Frequent sitting at desk for office work. Driving of automobile for outside appointments and meetings. Occasional climbing stairs, step stools, occasional stooping, kneeling, crouching, crawling, reaching, and turning. Continuous use of corrected vision, depth perception, wide field vision, and color vision. Continuous use of olfactory, auditory and tactile senses. Occasional pushing/pulling and lifting.
Communication Demands:
Frequent talking to public regarding physicians, community agencies, and professionals. Talking on telephone, training/giving instructions, receiving instructions, writing, and composing written language. Ability to work with diverse populations and groups of Maui County, including individual with substance use disorders, mental health diagnosis, HIV positive individuals, and homeless individuals.
ABILITIES AND EXPERIENCE:
Have transportation, i.e., automobile, etc. which is fully insured and has current registration, safety check, and Hawaii driver’s license.
This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that are required to perform this job. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
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EEO STATEMENT: As an EEO employer, Imua Family Services will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Imua Family Services hires only U.S. citizens and individuals lawfully authorized to work in the U.S.
