Administrative Assistant - TEMP

Appone; Waipahu (HI); On-site; USD 80,000 - 88,000; Full time

Benefits offered by this job

E-Verify

Drug-free workplace

Job summary

Hui Huliau is seeking an Administrative Support Specialist to provide comprehensive administrative and operational support to the USPACOM Administrative Division. The role collaborates with joint military personnel, leadership, and external partners to ensure timely, accurate actions in accordance with command procedures.

You will manage calendars, prepare briefs, coordinate meetings, track tasks, and deliver training on processes and tools, while safeguarding sensitive information and

Qualifications

• Bachelor's degree in Human Resources, Organizational Management or related discipline.
• Active Secret security clearance.
• Advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with military administrative processes and personnel-support workflows.
• Ability to coordinate with multiple directorates and external organizations.
• Experience training personnel on administrative processes and systems.

Responsibilities

• Provide day-to-day administrative and operational support to the J5 Administrative Division.
• Process and track military awards, evaluations, personnel actions, and related docs.
• Coordinate with directorates and external entities for timely personnel actions.
• Review documents for completeness, routing, and compliance with procedures.
• Manage ETMS2 tasks from assignment to closeout and status tracking.
• Maintain personnel records, correspondence, and administrative files.
• Prepare meeting agendas, minutes, and briefing materials.
• Deliver internal training on processes, workflows, and tools.
• Provide briefings and recommendations to leadership and stakeholders.

Skills

Security clearance

MS Office proficiency

Training personnel

Brief senior leaders

Multitasking

Communication skills

Education

Bachelor's degree in HR or related discipline

Tools

ETMS2

Task-management systems

Microsoft Office Suite

Job description

About the Organization

Hui Huliau is a nonprofit Native Hawaiian Organization (NHO) and community service organization whose business activities principally benefit Native Hawaiians. As an NHO we operate under U. S. Small Business Administration (SBA) regulations and own small businesses that participate in the SBA 8(a) Business Development Program for minority owned companies.

Our small businesses provide a variety of contracted services to the U. S. Military, U. S. Civilian agencies, and commercial customers at locations worldwide.

Profits from Hui Huliau's for-profit subsidiaries help sustain important education, social, economic, and cultural preservation programs that serve Native Hawaiians in the Waianae community.

The Waianae Coast on the western side of the island of Oahu has the highest per capita percentage of Native Hawaiians in the world and the highest poverty and unemployment rate in the State of Hawaii.

Our mission to strengthen our communities, make a positive impact on the lives we touch, and provide a brighter future for the Native Hawaiian people through education, economic opportunities, and the preservation of the Hawaiian language and culture. Hui Huliau employees help us achieve this mission by providing outstanding service to our customers.

Shift -not applicable-

Description

The Administrative Support Specialist provides comprehensive administrative and operational support to the U.S. Pacific Command (USPACOM) Administrative Division. The position supports joint military human resources and administrative functions, including awards processing, performance evaluations, personnel actions, task management, calendar administration, meeting coordination, training, and senior-leader briefings.

The Specialist works closely with directorate leadership, other directorates, joint military personnel, and external organizations to ensure administrative actions are accurate, timely, properly coordinated, and completed in accordance with applicable command procedures. The position requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced command environment.

Key Responsibilities

• Provide day-to-day administrative and operational support to the J5 Administrative Division.
• Process and track military awards, performance evaluations, personnel actions, and related administrative documentation.
• Coordinate with other directorates, military and civilian personnel offices, and external entities to facilitate timely completion of personnel and administrative actions.
• Review documents for completeness, accuracy, required coordination, appropriate routing, and compliance with established procedures.
• Manage ETMS2 tasks from assignment through coordination, status tracking, suspense management, and closeout.
• Maintain task trackers, action-item logs, personnel records, correspondence, and administrative files.
• Monitor suspense dates and proactively identify overdue, incomplete, or at-risk actions.
• Manage calendars and coordinate meetings, appointments, conferences, and senior-leader engagements.
• Prepare meeting agendas, read-ahead materials, minutes, decision documents, briefing materials, and follow-up action items.
• Support the planning and execution of staff meetings, working groups, training sessions, and command events.
• Develop and deliver internal training on administrative processes, task management workflows, and applicable tools.
• Prepare and deliver briefings, status updates, and recommendations to leadership and senior stakeholders.
• Provide guidance to personnel on administrative requirements, routing procedures, documentation standards, and task-management expectations.
• Use Microsoft Office and approved command systems to develop reports, spreadsheets, presentations, correspondence, trackers, and other deliverables.
• Protect sensitive personnel and organizational information and handle all records in accordance with applicable security, privacy, and information-management requirements.
• Identify opportunities to improve administrative processes, standardize recurring activities, and increase workflow efficiency.
• Perform other related duties and administrative support functions as assigned.

Required Qualifications

• Bachelor's degree in Human Resources, Organizational Management or related discipline
• Active Secret security clearance.
• Advanced proficiency with Microsoft Office applications, including: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Microsoft Teams
• Demonstrated experience with military administrative processes and personnel-support workflows.
• Experience managing task-management workflows, suspense dates, action-item tracking, and administrative closeout activities.
• Ability to coordinate effectively with multiple directorates, staff offices, military personnel, civilian employees, and external organizations.
• Ability to train personnel on administrative processes, systems, and standard operating procedures.
• Ability to develop and deliver clear briefings to senior leaders and organizational stakeholders.
• Strong written and verbal communication skills.
• Strong organizational skills and demonstrated ability to manage multiple priorities under time constraints.
• High level of attention to detail and ability to produce accurate, professional work products.
• Ability to handle sensitive information with discretion and maintain appropriate confidentiality.

Preferred Qualifications

• Master's degree in Business Management, Public Administration, Human Resources, Organizational Management, or a related field.
• Experience supporting a joint military command, combatant command, service component, or comparable Department of Defense organization.
• Experience coordinating administrative actions across directorates or joint staff offices.
• Familiarity with USPACOM, J-staff, or comparable military command structures.
• Experience with awards processing, military performance evaluations, personnel actions, and related human resources documentation.
• Experience using ETMS2 or comparable electronic task-management systems.
• Familiarity with modern AI-enabled administrative and productivity tools, subject to applicable Department of Defense, command, cybersecurity, privacy, and data-handling requirements.
• Experience developing standard operating procedures, job aids, training materials, trackers, and executive-level briefing products.
• Prior experience supporting senior military or civilian leaders.

Position Requirements

• Ability to work in secure, fast-paced operational environments.
• Must meet physical and medical standards for access to military facilities.
• Able to travel as required within PACAF/USINDOPACOM AOR. Willingness and ability to travel via locally provided aircraft, vehicles, and boats to remote locations.

Temporary Hire - 6 months

SOC ID: 43-6011

LCAT: Administrative Assistant

Hui Huliau and its subsidiaries are participants of E-Verify.

Hui Huliau and its subsidiaries are drug free workplaces.

EOE Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Salary $80-88K

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This position is currently accepting applications.