Job Title: Executive Assistant
Department: Executive/Administration
Type: Full-time - Salary
Reports to: Chief Executive Officer (CEO)
Position Summary:
Provide high-level administrative, operational, and strategic support to the CEO and executive leadership. Serve as a central coordination point across leadership, the Board of Directors, internal teams, and external stakeholders to ensure alignment, efficiency, and effective communication.
The ideal candidate is highly organized, detail-oriented, service-driven, and comfortable working in a fast-paced nonprofit environment. This position requires full-time, onsite presence to support daily mail processing, admin communications, and front office operations.
Key Responsibilities
Executive Support
- Manage executive calendar, priorities, and meeting logistics.
- Prepare agendas, briefing materials, and track follow-ups.
- Handle sensitive and confidential information with discretion.
Front Office Operations
- Serve as first point of contact by answering and routing incoming phone calls professionally and warmly.
- Greet visitors and vendors as needed.
- Manage office supply inventory and coordinate purchasing.
- Support general office coordination to ensure smooth daily operations across departments.
Board & Governance
- Liaison between CEO and Board of Directors.
- Coordinate board meetings, materials, and communications.
- Support preparation of reports, presentations, and documentation.
- Maintain electronic filing and documentation of Board records.
External Relations
- Liaison to legislative offices and community partners.
- Coordinate meetings, communications, and follow-ups with stakeholders
Operations & Cross-Functional Support
- Support multiple departments with administrative and project needs.
- Assist with special projects and organizational initiatives.
- Manage office supply ordering and administrative systems.
Travel & Logistics
- Coordinate executive travel, including flights, accommodation, and itineraries.
- Ensure seamless logistics and real-time problem-solving as needed (flight changes, etc.).
Employee Engagement
- Plan and coordinate staff meetings like “Ohana Days” and morale initiatives.
- Support internal culture and team engagement efforts.
- Main source of company communications to all staff.
Accounting & Administrative Support
- Open, sort, log, and scan all incoming mail daily, ensuring timely routing to appropriate departments.
- Support donation processing workflow in coordination with other Departments.
- Print, fold, seal, and mail letters as needed.
- Maintain organized electronic and physical filing systems.
- Assist with administrative projects as assigned.
- Coordinate new employee onboarding process, including:
- Preparing onboarding paperwork
- Scheduling orientations
- Coordinating with supervisors
- Serve as internal administrative support for HR-related documentation.
IT Point of Contact
- Act as a primary liaison between staff and external IT service providers.
- Track and coordinate staff IT requests.
- Assist with onboarding/offboarding technology setup coordination.
Qualifications
Required
- 3–5 years of office management, administrative, or nonprofit support experience.
- Strong organizational skills with high attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to manage multiple priorities with minimal supervision.
- Professional communication skills (phone, email, in-person).
- Ability to handle confidential information with discretion.
- Must be able to work onsite full-time in Wailuku.
Preferred
- Experience with databases.
- Experience supporting accounting processes.
- Experience coordinating small-to-medium events.
- HR onboarding or administrative HR support experience.
- Familiarity with nonprofit operations.
Key Competencies
- Reliability and consistency
- Customer service mindset
- Initiative and problem-solving
- Cross-department collaboration
- Cultural awareness and community engagement
- Commitment to Maui Food Bank’s mission
Physical Requirements
- Ability to lift up to 25 pounds (mail trays, event supplies).
- Ability to sit, stand, and move throughout the office as needed.
- Frequent use of computer and phone systems.
BASE SALARY RANGE: $50,000 – 75,000+ aligned with experience. Benefits provided. Interested candidates should send a resume and cover letter to Brandi Saragosa at [email protected] by Friday August 10, 2026. Questions may be directed to the same address. Candidate interviews will be held from August 11 to August 17.
Pay: $50,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
