EA to COO & CFO — Strategic Operations Partner

University of Hawai‘i Foundation; Honolulu (HI); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health, Prescription, Dental, and VIs5

Job summary

University of Hawaiʻi Foundation in Hawaiʻi is seeking an Executive Assistant to support the COO and CFO with high-level administrative, governance, and operational tasks. You will coordinate board meetings, draft minutes, manage calendars, and handle regulatory filings for a nonprofit organization.

The role requires five years of executive support, strong communication, and proficiency in MS Office, CRM systems, and budgeting basics. A background in nonprofit environments is highly valued.

Qualifications

• Bachelor’s degree and a minimum of five years of progressively responsible administrative or executive support experience in corporate, higher education, nonprofit, or professional services environments; an equivalent combination of education and experience may be considered.
• Experience supporting a board of directors or trustees, including preparing board materials and drafting meeting minutes, strongly preferred.
• Working knowledge of basic accounting and budgeting concepts, accounts payable processes, and nonprofit operations. Familiarity with corporate insurance renewals and nonprofit regulatory filings preferred.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Experience running reports in a financial system and using a CRM or donor database preferred.
• Excellent writing, editing, and proofreading skills, with the ability to produce accurate, concise minutes and polished documents.
• Highly organized and detail-oriented, with strong project coordination skills and the ability to manage multiple priorities, projects, and deadlines in a fast-paced, complex environment.
• Demonstrated ability to work independently, exercise sound judgment, take initiative, and contribute collaboratively as part of a team.
• Strong verbal communication, customer service, interpersonal, and relationship management skills, with the ability to work effectively with a diverse community.
• Professional, reliable, proactive, and committed to excellence.
• Demonstrated ability to exercise discretion and maintain confidentiality when handling sensitive and confidential information, including donor, financial, and board matters, with discretion.
• Must pass a background check upon offer of employment.

Responsibilities

• Manage the COO & CFO’s calendar; schedule and coordinate meetings, prepare agendas and materials, track action items, and provide timely follow-up on matters arising from meetings.
• Prepare the COO & CFO for meetings by compiling briefing materials, including reports run from the financial system and donor information researched in the CRM database.
• Research, draft, edit, and proofread correspondence, reports, presentations, and other documents, ensuring accuracy, consistency, and a high professional standard.
• Organize and facilitate travel arrangements, itineraries, and reimbursement documentation; ensure signing authority coverage during absences.
• Establish and maintain effective working relationships with a broad constituency inside and outside the UH Foundation and the UH System.
• Draft minutes for Executive Committee and full board meetings; maintain resolutions and supporting governance documentation.
• Coordinate bond indenture disclosure filings and related documentation; assist with audits and regulatory filings.
• Participate in Finance team meetings and monitor operating budgets; process vendor invoices and run reports from the financial system.
• Provide project coordination and administrative support to HR, Accounting & Finance, and Development & Planning Manager.
• Support the internal Real Estate Committee and manage gifted property records and transaction documentation.

Skills

Calendar management

Meeting coordination

Written communication

Project coordination

Budgeting basics

CRM/donor database

Microsoft Office

Confidentiality

Independent work

Relationship management

Education

Bachelor’s degree in related field

Tools

Microsoft Office

CRM / donor database

Job description

University of Hawaiʻi Foundation in Hawaiʻi is seeking an Executive Assistant to support the COO and CFO with high-level administrative, governance, and operational tasks. You will coordinate board meetings, draft minutes, manage calendars, and handle regulatory filings for a nonprofit organization.

The role requires five years of executive support, strong communication, and proficiency in MS Office, CRM systems, and budgeting basics. A background in nonprofit environments is highly valued.