Administrative Assistant

Pacific Forum; Honolulu (HI); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Benefits

Paid time off

Retirement plan

Professional development

Job summary

Pacific Forum in Honolulu, HI is seeking an Administrative Assistant to keep the office running smoothly. This in-person role is five days a week and the first point of contact for callers and visitors. You’ll assist with accounts payable, billing, HR administration, and publication formatting, while coordinating fellowship and internship programs.

Join a mission-driven team and enjoy a collaborative office environment, benefits, and opportunities for professional development.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 1–2 years of administrative experience.
• A professional, welcoming phone and front desk presence.
• Familiarity with basic accounting concepts, accounts payable, and billing, and comfort working with numbers.
• Strong organizational and communication skills, and a sharp eye for detail.
• Proficiency in Microsoft Office and comfort learning new software systems.
• Discretion with confidential information.

Responsibilities

• Answer phones, greet visitors, and manage the front desk
• Process payables, support billing, and handle general bookkeeping
• Support our fellowship, internship, and visitor programs with onboarding, documentation, recordkeeping, and logistics
• Run daily office operations, including supplies, filing, and transportation and parking coordination
• Format and prepare publications for electronic distribution
• Work with building management on facility needs and keep office equipment running
• Support events and programs during busy periods

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

QuickBooks

bill.com

Publication formatting software

Job description

Pacific Forum | Honolulu, HI | Full-time | Start date ASAP | $42,000–$52,000 per year, depending on experience

About Us

Founded in 1975, the Pacific Forum is a non-profit foreign policy research institute based in Honolulu. We work on political, security, economic, and national security issues across the Indo-Pacific, bringing together leaders from academia, government, and business through research, publications, and dialogue.

About the Role

We're looking for an organized, friendly Administrative Assistant to keep the Pacific Forum office running smoothly. You'll be the first point of contact for callers and visitors, and the person staff, fellows, and guests rely on for everyday support. The role also includes support with accounts payable, billing, and bookkeeping, along with visitor and exchange programs, fellowships and internships, HR administration, and publication formatting. If you enjoy variety and being a proactive, go-to person in a mission-driven team, this is a great fit.

What You’ll Do

• Answer phones, greet visitors, and manage the front desk
• Process payables, support billing, and handle general bookkeeping
• Support our fellowship, internship, and visitor programs with onboarding, documentation, recordkeeping, and logistics
• Run daily office operations, including supplies, filing, and transportation and parking coordination
• Format and prepare publications for electronic distribution
• Work with building management on facility needs and keep office equipment running
• Support events and programs during busy periods

*This is an in-person position, 5 days a week.

Qualifications

Required

• Bachelor's degree or equivalent combination of education and experience
• 1–2 years of administrative experience
• A professional, welcoming phone and front desk presence
• Familiarity with basic accounting concepts, accounts payable, and billing, and comfort working with numbers
• Strong organizational and communication skills, and a sharp eye for detail
• Proficiency in Microsoft Office and comfort learning new software systems
• Discretion with confidential information

Preferred

• 3+ years of administrative experience
• Hands-on bookkeeping experience, including accounting software such as QuickBooks and bill.com
• Experience supporting visitor, exchange, or fellowship programs
• Publication formatting experience

What We Offer

$42,000–$52,000 per year, depending on experience. Benefits, paid time off, retirement plan, and professional development.