Administrative Assistant I

Pacific Administrators; Honolulu (HI); On-site; USD 43,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401(k) Plan with Company Match

Commuter Benefit

Paid Vacation

Paid Sick and Personal Time

Monthly Movie Days

Flexible Spending Account

Group Life Insurance

Job summary

Pacific Administrators in Hawaii seeks an Administrative Assistant I to support the Administration Supervisor, Admin Assistants II/III, and Account Executives with clerical duties.

The role requires 1–2 years of college or 4+ years of office experience, strong MS Word/Excel/PowerPoint skills, and excellent communication with confidentiality. Hours are Monday–Friday, on-site in Honolulu; opportunities exist for growth within the firm.

Qualifications

• 1-2 years College or Business School Education and/or 4+ years of Work Experience in Office Administration.
• Type 50-60 WPM.
• 10-key by touch.
• Highly proficient in Microsoft Word, Excel, and PowerPoint.
• Excellent verbal and written communication.
• Excellent customer service and phone etiquette.
• Excellent organizational skills and ability to multi-task.
• Strong concentration, listening and problem-solving abilities.
• Maintain confidentiality.

Responsibilities

• Handle trustees, professionals, vendors in a professional manner.
• Photocopying, scanning, faxing documents for Supervisors and Account Executives.
• Prepare Trust meeting materials and review minutes.
• Prepare and finalize meeting agendas for client funds.
• Coordinate hotel, lunches, and travel for meetings.
• Manage conference preparations and trustee travel requests.
• Process incoming mail and mailouts of memos.
• Compose emails and letters to Trustees and Fund Professionals.
• Maintain trustee listings and email updates to stakeholders.
• Prepare attendance rosters and collect signatures for documents.
• Assist with New Trustee Orientations and fund audits.
• Support special projects and cover duties as needed.

Skills

Typing 50-60 WPM

10-key by touch

MS Word

MS Excel

PowerPoint

Communication

Customer Service

Organization

Multitasking

Confidentiality

Education

1-2 years College or Business School Education

Tools

Office Suite

Job description

About Pacific Administrators

Pacific Administrators (PAI) was founded in 2001 with a mission to provide exceptional Third-Party Administration services to Multi-Employer (Taft-Hartley) Employee Benefit Plan Trust Funds. PAI has been awarded one of Hawaii Business Magazine's Best Places to Work for 2026 and is Hawaii`s Largest Locally Owned & Operated Third-Party Administrator.

About the Role

The Administrative Assistant I will work under the Administration Supervisor to assist the Administration Supervisor, Administrative Assistant II and III, and Account Executives with various clerical duties.

Responsibilities

• Able to handle trustees, professionals, vendors, etc. in a professional and courteous manner
• Photocopying, scanning and faxing of documents for Supervisor, Admin Assistant II and III, and Account Executives as needed
• Assist in preparation of Trust meeting materials for various meetings
• Assist in reviewing, proofing and finalizing all client Funds meeting minutes
• Prepare and finalize all client Trust Funds meeting agendas
• Coordinate and finalize hotel information for Client Trust meetings
• Coordinate and finalize lunches for Client Trust meetings
• Handling of Conference preparations and Trustee Travel Requests for all Trust Funds and ensure compliance with various client funds` travel policies
• Handling of Trustees post-conference Expense reports
• Process Admin Department incoming mail
• Mailouts of memos and correspondence
• Able to compose emails, letters to Trustees and Fund Professionals
• Maintain address label file and update Trustee listings for all Trust Funds as needed and email to Trustees, Professionals and internal staff
• Email reminders to all Trustees and Professionals for meetings
• Prepare meeting attendance rosters
• Coordinate trustee signatures on documents with Trustees and/or professionals and coordinate with courier for delivery
• Assist Admin Supervisor and Admin Assistant II and III with coordinating New Trustee Orientations (schedule meetings, prepare new trustee materials and resources, etc.)
• Maintain filing of all Trust records for all Trust Funds
• Assist and coordinate in preparation for Fund Audits
• Assist and coordinate in special projects (Employee Functions, special trustee events etc.)
• Able to handle daily activities in the absence of the Admin Assistant II and III, and Administration Supervisor
• Occasional carrying, loading and transporting of supplies
• Perform other duties as assigned

Requirements

• 1-2 years College or Business School Education and/or 4+ years of Work Experience in Office Administration
• Type 50-60 WPM
• 10-key by touch
• Highly Proficient in Microsoft Word, Excel, and PowerPoint
• Excellent Communications skills-verbal and written
• Excellent Customer Service and Phone Etiquette skills
• Excellent Organizational Skills and able to Multi-task
• Strong Concentration, Listening and Problem-Solving Skills
• Able to keep matters “confidential”

Working Conditions

• PAI offices are indoors & air-conditioned while conditions may vary at client locations
• Monday to Friday, 8:00 - 4:00 PM or 8:30 AM - 4:30 PM, with a 1-hour unpaid lunch
• The duties assigned will have situations that will require extra time

Benefits

• Medical, Dental, Vision Insurance & Prescription Drug Coverage - 100% of Employee's Medical Insurance premiums are paid for by the company for a single participant (or 50% of Employee + Dependents total premiums)
• Paid Vacation, Sick and Personal Time
• 401(k) Plan with Company Match
• Commuter Benefit - 50% of the cost of monthly Bus pass or 50% of parking is paid for by the company
• Monthly Movie Days
• Flexible Spending Account

Benefits

• Group Life Insurance