HCF’s Collaboration Philosophy
At the Hawai’i Community Foundation (HCF), we believe that an organization’s team as a “whole is greater than the sum of its parts (Aristotle). To us, this means that we are committed to be a collaborative ‘ohana (family) that lives and actionizes our mission, respects and cares for each other, and innovates and learns together. We understand that we must rely upon all our individual strengths as we partner to provide excellent value and achieve effective results for our generous donors, community partners, and all of Hawai’i’s people.
Position Summary
Like all HCF team members and volunteers, the Executive Assistant (EA) exudes the heart and passion for HCF’s mission: to inspire the spirit of giving and invest in people and solutions to benefit our community. The Executive Assistant (EA) is an exempt position providing professional and confidential high-level administrative support to the Vice President (VP) of Strategic Communications (SC). The EA is responsible for the coordination and general oversight of the Strategic Communications department staff through supporting, planning, coordinating and managing administrative, logistical and communication needs for projects of the VP. In support of HCF’s mission, the EA maintains excellent relationships with the Executive Leadership Team, co-workers, nonprofit leaders and vendors.
Key responsibilities fall within primary areas of focus and are as follows:
Essential Position Responsibilities
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Establishes and maintains excellent communications and relationships with all vendors and staff to ensure good teamwork and collaboration in creating and implementing programs.
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Handles confidential matters of the VP-SC exercising sound and independent judgment in a professional manner.
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Proactive identification of issues that could impact the successful execution of the VP’s and/or the Department’s commitments requiring the EA to understand the full scope of the Department’s work, how it integrates with the mission of the Foundation, and how that work may be impacted by outside trends and influences.
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Engages in frequent interaction with other members of HCF’s senior management to coordinate and conduct various activities.
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Oversee and ensures follow-through and tracking of operational goals and work unit projects for the VP.
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Responsible for the VP’s calendar, including coordinating travel and preparation, maintenance, and follow-up of briefing materials, scheduling appointments and assisting with the development of agendas and programs for various meetings and other events as needed.
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Processes expense reimbursement requests and monitors department budgets.
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Coordinates VP’s supervisory meetings, group meetings and prepares meeting agendas, materials for meetings and post-meeting minutes.
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Fields phone calls and emails from donors, clients, nonprofit leaders, vendors and media and may need to respond about communication inquiries.
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Maintains VP’s files, reports, and other information/data as required.
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Maintains department policies and procedures, confirming information is properly updated and distributed.
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Makes all business-related travel arrangements for VP and other members of Communications team as requested.
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Monitors department timesheets for the VP.
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Performs administrative tasks including drafting correspondence, filing, faxing, emailing, printing, copying, and maintaining the overall Communications department calendar.
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Implements and helps to maintain organized physical files, computer files and directory.
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Supports VP’s use of data systems, including entering meeting notes and pulling reports, as needed.
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Provides general support to the Communications department as needed.
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Works on special projects as assigned, including conducting research and making proactive recommendations of projects as needed.
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Provides front desk/welcome experience reception coverage on a rotation schedule
Supervisory Responsibilities
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None; subject to change per needs of the Foundation
Strengthen the Communications Team
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Motivate top performance and accountability through shared, and clear communication of goals and objectives within the team.
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Supports and develops processes and systems for the department to ensure timeliness of deliverables on accounting, projects, and tasks.
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Support internal and external communications, including press releases, social media posts, and marketing collateral.
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Assist with media monitoring, tracking press coverage, social mentions, and industry trends and relevant news to provide insights for team and leadership.
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Help analyze campaign results and provide reports that highlight performance and opportunities.
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Assist in coordinating logistics for meetings, events and press/media outreach.
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Work with the project manager to track project timelines, deliverables, and budgets to ensure campaigns and events stay on schedule.
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Prepare client-facing materials including presentations, proposals, and performance reports.
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Interest in media trends, public relations, and marketing strategy.
Collaboratively Drive the Success of HCF
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Deliver a collaborative team style internally with Communications colleagues to achieve greater results
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Serve as collaborative partner with all internal departments to ensure comprehensive relationship management strategies are utilized.
Other Responsibilities
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Serve as a knowledgeable and collaborative representative of HCF in the community
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Partner collaboratively with other staff members to ensure effective outcomes.
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Perform other tasks as assigned.
Position Requirements
HCF believes in ensuring that our team members are capable of thriving in their positions. Accordingly, the Executive Assistant must possess the following knowledge, skills, abilities, experience, and education:
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Five (5) years of experience supporting at an executive or managerial level required.
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Bachelor’s degree preferred or equivalent related experience of minimum of five (5) years of office experience supporting at an executive or managerial level.
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Minimum of three (3) years of experience with communications-oriented responsibilities preferred.
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High level of proficiency in Microsoft Outlook, Microsoft Word, Excel, Internet research, PowerPoint and databases.
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Knowledge of communication tactics, such as media tracking, media relations, and social media is helpful.
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Excellent research, analytical, writing, proofing, presentation and organizational skills: with attention to detail and the capacity to work under deadline pressures and handle a variety and multiple assignments efficiently with accuracy and timeliness.
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Possess strong problem-solving skills and can work well with all types of people, manage efforts of peers, logistics and make recommendations to produce tangible results.
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Exhibits strong leadership and work ethic skills.
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Demonstrated passion for the betterment of Hawai‘i and its people
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Knowledge, sensitivity, and understanding of the history and complexities of Hawai‘i’s multicultural community.
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Capable of thriving in a highly collaborative and flexible organization with an appreciation and respect for colleagues of diverse backgrounds and perspectives and an enthusiasm to continually shift and evolve to meet the needs of the community, clients, and donors
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Exceptional customer service oriented interpersonal skills including the ability to communicate effectively (verbal and written) with varied constituents including government officials, business and nonprofit leaders, and donors
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High level of discretion in working with sensitive or confidential information related to client and donor information, relationships, and funds
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Demonstrated experience achieving goals independently and through others.
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Ability to represent HCF in a poised and professional manner.
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Exhibits a commitment to provide the highest quality in service that meets or exceeds the needs of our clients.
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Understanding of public relations, Web, publications and media industries.
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General math skills to produce reports as needed
Work Environment, Physical, and Mental Demands
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Works under regular office conditions with the ability to work remotely.
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General office hours are Monday through Friday, 8:00 am to 5:00 pm, with flexible hours as needed.
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Required to travel as needed
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Ability to operate general office equipment including computer, copier, printers, fax machine, etc.
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Ability to lift, carry, push, pull, up to 25 lbs. of general office material or equipment
This provides a general description of the common duties performed by a person in this position. It does not include every possible duty an individual in this position may be asked to perform and is not all-encompassing. Positions also may require “other duties as assigned” and such assignments are considered part of this position’s assignment. This job description is provided as a general summary and does not constitute a contract for employment and does not in any way alter Hawai`i Community Foundation’s employment “at-will” relationship with any employee in this position.
