Administrative Assistant

eastwestcenter; Honolulu (HI); On-site; USD 51,507 - 62,954; Full time

Benefits offered by this job

Health insurance

Retirement savings with company match

Paid time off

Job summary

The East-West Center in Honolulu, Hawaii is seeking an experienced Administrative Assistant to provide high-level office and technical support for operational teams. This role demands exceptional organizational skills, attention to detail, and proficiency in Microsoft Office applications to ensure smooth office operations.

Responsibilities include composing various administrative documents, managing travel arrangements, and coordinating office procedures. The ideal candidate will have a minimum of five years of related experience and demonstrate the ability to work independently in a dynamic environment. A competitive salary starting at $57,231.55 per year is offered along with a robust benefits package.

Qualifications

• 5+ years of relevant work experience or equivalent education/experience.
• Ability to manage multiple tasks with competing demands under pressure.
• Knowledge of office procedures and MS Office software.

Responsibilities

• Compose and organize administrative documents effectively.
• Coordinate travel arrangements and manage office documentation.
• Communicate with teams to prioritize and resolve issues.

Skills

Technical skills

Time management

Communication

Organizational skills

Proficiency in Microsoft Office

Tools

Microsoft Word

Excel

PowerPoint

Adobe Acrobat Professional

Google Suite

Job description

The East-West Center is a premier institution in the Indo‑Pacific that convenes, develops, and equips a network of leaders to solve challenges of common concern. Founded in 1960, the Center promotes understanding and cooperation between the United States and the Indo‑Pacific region through innovative programs and research initiatives.

The Center has multiple openings to fill Administrative Assistant roles that provide a high level of office and technical support for our operational teams. In this role you will showcase your technical skills while working in a fast‑paced, dynamic environment, ensuring operations run smoothly and serving as a team lead for support staff.

Major Duties

• Compose, edit, and organize a variety of administrative documents including email and print correspondence, travel arrangements, event schedules, contracts, detailed computerized financial and administrative forms, scholarly and technical materials, and checks for correct mathematical calculations, English grammar, punctuation, spelling, usage, and style compliance. Perform minor edits using style sheets from target publication outlets.
• Prepare various personnel‑related documents and activity arrangements for office space, business travel, payment documents, computer accounts, office support, etc., and prepare administrative and fiscal documents for program staff and student programs in accordance with Center policy and procedures.
• Develop and maintain office procedures that ensure smooth functioning of the office, managing control records and filing systems for incoming correspondence, contracts, invoices and action documents, and following up on work deliverables.
• Communicate regularly with teams to set mutually understood priorities within multiple workstreams, respond to incoming correspondence, and resolve problems through collaborative or individual efforts.
• Organize and coordinate travel arrangements for staff, prepare transportation or hotel reservations, notify organizations and offices to be visited, and prepare travel documents per current policies.
• Maintain a calendar of events and work with staff to resolve scheduling conflicts, space management, and attendee records.
• Assist with arrangements for conferences, workshops, and other meetings as necessary, including preparation of workshop materials, requests for payments, and other financial or programmatic documentation.

Supervision

The employee works independently, using a general understanding of expected outcomes and the scope of assignments, and draws upon experience in resolving more difficult situations that occasionally arise. Work will be reviewed for technical accuracy, soundness of judgment, and adherence to program requirements and objectives.

Required Qualifications

At least five (5) years of related work experience with progressively increasing responsibilities that demonstrate the ability to perform the duties of this position, or a combination of post‑high‑school education and other‑related experience totalling five (5) years.

Demonstrates the ability to plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; to establish and maintain accurate files and records; to take initiative and work independently and cooperatively; to maintain a high level of accuracy with details; to assume responsibility for whole areas of work and integrate information from relevant sources; to work effectively and helpfully with people of diverse cultural backgrounds; to be poised in handling a range of situations including correspondence with senior/C‑suite people; to work under the pressure of deadlines and balance multiple tasks with competing demands; to acquire and maintain knowledge of and appropriately apply policies and procedures; to handle confidential material; to compose correspondence for routine and non‑technical matters; to gather and/or prepare background materials; to function effectively as part of a team; and to analyze operational situations and make recommendations.

Possesses knowledge of office practices and procedures; of correct English grammar, punctuation, spelling, and word usage; and of office machines and equipment. Proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat Professional and other equivalent applications; Google Suite, Microsoft 365, or other work‑sharing platforms; and meeting software such as Zoom and Skype.

Salary and Benefits

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a generous company match, and paid time off.

• Competitive Salary and Benefits
• Career Growth Opportunities
• Supportive Work Environment

How to Apply

Submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter
• Be Prepared for the Interview
• Provide Three Professional References (with appropriate contact information) in your Application

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you—both in terms of what they do and don’t say—can make a difference in whether you’ll be hired. So it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center adheres to all federal, state, and local civil rights laws prohibiting discrimination in employment and education. The Center does not discriminate in its admissions practices, employment practices, or educational programs or activities on the basis of age, sex, gender, disability and/or handicap, race (including traits historically associated with race such as hair texture, hair type and protective hairstyles), creed, color, religion, national origin, nationality, ancestry, sexual orientation, gender identity or expression, pregnancy, breastfeeding, veteran status, marital status, domestic partnership or civil union status, status as a domestic violence victim, arrest status, or membership in any other class protected by state or federal laws, now or in the future, in any phase of its admissions, financial aid, educational, or employment practices.