Executive Assistant/Office Manager

at  YMCA of Honolulu

POSITION SUMMARY:

As the Executive Assistant/Office Manager, you will be the operational foundation of our office and a trusted partner to senior leadership. You’ll manage the day-to-day office functions with precision and provide key administrative support that ensures our
leaders can focus on strategic priorities.

QUALIFICATIONS:

• Polished professional with 3-5+ years of high-level executive assistance or office management experience, with a proven track record of success in a fast-paced, complex environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• High level of comfort adapting to new technologies to provide organizational efficiency.
• Outstanding organizational skills with an ability to juggle multiple priorities and manage details.
• Excellent interpersonal and communication abilities.
• Proactive, solution-oriented mindset and a positive, team-player attitude.
• Ability to work independently with minimal supervision while thriving in a team-oriented setting.
• High level of discretion and integrity in handling confidential information.
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• Executive Support:
• Provide executive-level support to senior leadership and the board, including managing complex calendars, meetings, events, and travel arrangements.
• Prepare, edit, and polish professional correspondence, reports, and presentations.
• Prioritize and manage multiple projects, ensuring deadlines are met and follow-up is consistent.
• Serve as the communication bridge between executives and internal/external stakeholders.
• Organize and execute special projects and events as needed.
• Work with Board members and their executive assistants to schedule meetings, follow up with needed documents, and maintain Board records, Committee assignments, rosters, minutes and confidential personal data. Prepare for Board meetings and related events by managing logistics, distributing meeting notices, agendas, handouts and ensuring presentations are complete.
• Office Management:
• Lead the daily operations of our office, fostering an efficient and positive work environment.
• Manage office supplies and inventory to keep our team running smoothly.
• Coordinate office maintenance, repairs, shredding, recycling and workspace allocation.
• Create and uphold office policies and procedures to optimize productivity.
• Maintain organized digital and physical filing systems and archive files.
• Handle all incoming/outgoing mail, packages, and deliveries.
• Support space/vacancy management ensuring all team members have an effective workstation.
• Additional Responsibilities:
• Assist in human resources functions, including managing employee records and supporting benefits administration.
• Contribute to fundraising initiatives, helping process gifts during peak times, and assisting with events.
• Support our customer support team when call volume peaks.
• Step in to support other administrative duties as needed.
• Handle sensitive information with the utmost confidentiality and professionalism.