Administrative Assistant III

First Hawaiian Bank; Honolulu (HI); On-site; USD 45,000 - 61,000; Full time

Job summary

First Hawaiian Bank in Honolulu is seeking an Administrative Assistant III to support the Controller's Division with administrative and technical duties, including invoicing, meeting coordination, and audit logistics. The role also manages the travel program, serves as the primary contact for travel vendors, and helps ensure compliance and timely reporting.

Candidates should have strong organization, communication, and detail orientation.

Qualifications

• Associate's degree in a business-related field or a minimum of 2 years of administrative/office experience.
• Bachelor's degree in business administration or equivalent work experience is preferred.
• 2 years of experience in an administrative/office environment is required.

Responsibilities

• Responsible for administrative tasks to support the Controller's division.
• Receives and processes invoices for payment.
• Coordinates meetings.
• Assists with logistics related to quarterly/annual audits and examinations.
• Complete and process necessary reports & documents related to division personnel (new hires, transfers, terminations).
• Assist all divisional departments with miscellaneous administrative tasks.
• Assist in preparing reports to satisfy compliance requirements related to the division (IT/Network validations, disaster recovery, evacuation plans).
• Assists departments and administrative assistants in booking bank-related travel.
• Reviews and maintains the Bank's travel policy and guidelines.

Education

Associate's degree in a business-related field

Bachelor's degree in business administration or equivalent work experience

Tools

Microsoft Office

Job description

Job Description

The Administrative Assistant III role is an exciting opportunity to join the Controller's Division at First Hawaiian Bank. In this position, you will be responsible for providing administrative and technical support, ensuring the smooth operation of the division. Your key duties will involve managing invoices, coordinating meetings, and assisting with audit and examination logistics. Additionally, you will play a crucial role in coordinating the Bank's travel program, acting as the primary contact for travel agencies and vendors, and negotiating discounts. With a focus on organization, communication, and attention to detail, this role offers a chance to make a real impact within the Bank.

Compensation

The pay range for the role is $21.50 - $29.50/hour; commensurate with experience

Work Schedule

Monday - Friday 8:00AM - 5:00PM (hours may vary)

Responsibilities

Responsible for administrative tasks to support the Controller's division

• Receives and processes invoices for payment.
• Coordinates meetings.
• Assists with logistics related to quarterly/annual audits and examinations (reserving conference rooms, scheduling meetings, maintaining/updating calendars)
• Complete and process necessary reports & documents related to division personnel (new hires, transfers, terminations).
• Assist all divisional departments with miscellaneous administrative tasks.
• Assist in preparing reports to satisfy compliance requirements related to the division (IT/Network validations, disaster recovery, evacuation plans)

Coordinates the Bank's travel program

• Assists departments and respective administrative assistants in booking bank-related travel.
• Primary contact with travel agencies and travel vendors (hotel, car, airlines). Negotiates group and volume discounts where available.
• Reviews and maintains the Bank's travel policy and guidelines.

Other Duties Include

• Performing other administrative duties as assigned, including being familiar with managers' projects, programs and processes to relay information or provide materials in the absence of the manager.
• Assisting with coordinating division functions (holiday parties, birthday/anniversary celebrations, etc).

Qualifications

• Associate's degree in a business-related field or a minimum of 2 years of administrative/office experience.
• Bachelor's degree in business administration or equivalent work experience is preferred.
• 2 years of experience in an administrative/office environment is required.
• Highly motivated, organized, and results-oriented with excellent communication skills.
• Ability to manage multiple tasks and projects with attention to detail and meet deadlines.
• Proficient in Microsoft Suite applications and presentation creation tools.
• Strong interpersonal skills to interact effectively with employees, customers, and vendors.
• Ability to work independently and take personal ownership of outcomes.
• Familiarity with office equipment and a willingness to adapt to new technologies.
• A positive and collaborative attitude, contributing to a productive work environment.