DEPARTMENTAL PRIVATE SECETARY

Honolulu; Honolulu (HI); Hybrid; USD 48,000 - 60,000; Full time

Job summary

City and County of Honolulu is seeking a Private Secretary to the Department Director or Deputy Director. The role requires handling calendars, travel, and confidential admin tasks to support high-level officials.

Responsibilities include secretarial services, correspondence processing, and coordination with City Council processes and legislative activities. Strong organizational and computer skills are essential for success in this position.

Qualifications

• Associate’s degree required; a Bachelor’s degree preferred.
• Experience as an administrative assistant with calendar management is highly desirable.
• Strong oral and written communication skills and computer proficiency are essential.

Responsibilities

• Answers phone calls and directs callers to appropriate agency.
• Schedules appointments and meetings; handles incoming mail and visitors.
• Manages Director/Deputy Director’s calendar and travel arrangements.
• Provides secretarial services and administrative support to Director/Deputy Director.
• Prepares meeting agendas and takes minutes when needed.
• Takes dictation and transcribes letters, memos, and other material as required.
• Liaises between Director/Deputy Director and other departments and agencies.
• Assists with coordination of legislative processes and Gifts to the City.

Skills

Calendar management

Administrative experience

Strong communication

Computer skills

Education

Associate's degree

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Database applications

Job description

Varies
Job Type:Full-Time Temporary
Location:Varies
Department:Office of the Managing Director
Apply Before:Continuous

Position:

Private Secretary to Department Director or Deputy Director

Serving residents and visitors alike, we’re committed to making O’ahu a great place to live, work, and play. Our mission is to fulfill the responsibility of the City and County of Honolulu to provide core City services to its residents and visitors alike, with safe, accessible, well-maintained public facilities, exceptional customer service, fiscal stewardship of tax dollars, and quality and comprehensive programs for all.

Position Description:

The Office of the Mayor is seeking a positive, team-player to fill the role as the Private Secretary to a Department Director/Deputy Director. Answers phone calls, directs callers to appropriate agency, schedules appointments and meetings, handle incoming mail and visitors. Manages Director/Deputy Director’s calendar and travel arrangements. Provides secretarial services, administrative support for Director/Deputy Director, and performs other related duties as required. Prepares meeting agendas and takes minutes, if necessary.Individual should have strong organizational and communication skills (both oral and written), takes initiative and anticipate actions needed, is proficient in the use of computers, Microsoft Office Suite, and database applications.

Key responsibilities include:

• Oversees, directs, coordinates and administers department-wide secretarial services, policies and procedures as directed by the Director/Deputy Director, including, but not limited to, reviewing incoming correspondences; compiles input from staff and summarizes for Director/Deputy Director’s attention; independently composes letters, memorandums and other material for Director/Deputy Director’s signature; coordinates and reviews all outgoing correspondence, fiscal documents, etc. for accuracy, completeness and ensuring compliance with established provisions and standard departmental and City procedure; compiles material and prepares reports as request by the Director/Deputy Director; oversees maintenance of administrative, department correspondence and personnel files. Takes and transcribes dictation of letters, memos and other material, when needed.
• Serves as the liaison between the Director/Deputy Director and other City departments, governmental agencies, the private and public agencies, and the general public; arranges meetings; maintains the Director/Deputy Director’s calendar; screen telephone calls and visitors
• Primarily responsible for City Council procedures, including processing of Gifts to the City, inquiries from Councilmembers and/or their staff, and other legislative processes as well as the State legislature
• Performs varied confidential assignments at times demanding knowledge of medico-legal terminology and issues, departmental policies and procedures, objectives and functions, the Director/Deputy Director’s perspective and the City’s philosophy on such matters
• Provides secretarial services to the Administrative Services Officer; assists in accomplishing highly confidential and complex administrative duties; assists with preparation of personnel and contractual matters and in coordination of the administrative functions of the department; assists with custody of the petty cash fund; may assist in ordering of supplies and equipment
• Assists Director/Deputy Director’s secretary during absences.Provides support and professional expertise to Divisional secretaries
• Performs other related duties as required

Qualifications:

• Minimum qualification is an Associate’s degree; a Bachelor’s degree is preferred.
• Ideal candidate would have demonstrated administrative assistant experience, especially with managing calendars and along with strong computer skills.