HEI - Executive Secretary

at  Hawaiian Electric Company

We recognize our competitive advantage - our people. We believe in our people, who share our vision of meeting the needs of our employees, customers, and communities and who carry out the continued success of the company.
Our employees are committed to the company’s foundational values: integrity, excellence, teamwork, environmental stewardship, and community commitment. In turn, we invest in our employees, providing opportunities for challenge and advancement and offering a competitive compensation package.

BRIEF POSTING DESCRIPTION:

The E Z8 LEGAL & ADMIN/CORP SECRETARY Department of the E LEGAL & ADMIN/CORP SECRETARY Division at Hawaiian Electric Industries has 1 Management vacancy available. (Role: Non-Exempt)

KNOWLEDGE REQUIREMENTS

• Bachelor’s or Associate’s degree preferred.
• Working knowledge of general office procedures and practices.
• Working knowledge of personal computers and related software applications (i.e. spreadsheets, word processing, database management, presentations, etc.).

SKILLS REQUIREMENTS

• Professional level administrative and organizational skills to assess the demands of a given task and recommend proper action.
• Demonstrated interpersonal skills to work with various groups or individuals, including executives and directors, frequently dealing with sensitive and difficult issues.
• Demonstrated ability to meet schedules and deadlines with thorough, accurate and quality work products.
• Detail oriented and ability to multitask.
• Excellent oral and written skills to effectively communicate with all levels of the organization and public sector.
• Demonstrated ability to remain flexible in a demanding work environment and adapt to rapidly changing priorities.
• Flexibility to work overtime hours during peak periods, including after hours, weekends and holidays.
• Ability to handle highly sensitive and confidential issues discreetly and professionally.
• Analytical skills and the ability to conceptualize new ideas quickly.

EXPERIENCE REQUIREMENTS

• Multiple (5-7) years general administrative office experience, of which a minimum of three years will have been at the advanced secretarial level, or its equivalent.
• Experience working for a publicly-traded company or similar type of organization is highly preferred.
  Role: Non-Exempt
  Number of Vacancies: 1
  Location: Honolulu – Oahu

• Manages the schedule and provides advanced secretarial support to the Executive Vice President, General Counsel, CAO and Corporate Secretary, including but not limited to: scheduling and organizing meetings with internal and external parties; coordinating travel arrangements; preparing time and expense reports and reimbursements; handling confidential and non-routine information and time-sensitive requests.
• Assists with HEI and subsidiary Board of Directors and corporate governance matters, including but not limited to: scheduling special Board meetings; uploading Board materials to the Board portal and preparing Board books for Board and committee meetings; setting up and breaking down the boardroom before and after scheduled meetings; arranging refreshments for Board and committee meetings; creating Board surveys, questionnaires and evaluations; distributing and filing Board minutes; preparing and reviewing director compensation payments and statements; preparing and distributing Board calendar annually; assisting with the coordination of the Annual Shareholders Meeting.
• Performs broad administrative and clerical duties for the Legal & Administration and Corporate Secretary Department, including but not limited to: preparing, editing and proofreading documents; initiating and responding to correspondence; completing annual filings; creating and maintaining reports, files and records; maintaining department office supplies and records management program; processing invoices for payment; preparing department budget; providing quarterly accruals; assisting with the arrangement and set up of refreshments for staff meetings.
• Assists with other Administration matters, including but not limited to: providing administrative support to various employee assistance programs; maintaining the HEI Parking and Bus Pass Program; assisting with company charitable events.
• Assists with Legal and Compliance matters, such as preparing due diligence and legal letters; maintaining company contract files, power of attorney and non-disclosure agreements; and administrative support on special projects.
• Denotes a “Fundamental Responsibility.” This description in no way implies that these are the only duties/functions to be performed by the incumbent. Employee will be required to complete any other job-related duties/functions assigned by his or her supervisor.