Executive Administrative Assistant & Office Coordinator

Hawaii State Department of Education; Honolulu (HI); On-site; USD 49,000 - 66,000; Full time

Job summary

Hawaii State Department of Education is seeking a Private Secretary I to provide executive-level support in Honolulu. The role includes handling calls and visitors, organizing conferences, managing mail, and preparing briefing materials for the official served.

Responsibilities also cover calendar control, drafting correspondence, selecting and supervising clerical staff, and coordinating official social obligations.

Qualifications

• Must type 40 words per minute or faster.
• Must take dictation at 80 wpm or faster.
• Strong English grammar, spelling and arithmetic basics.
• Knowledge of standard office procedures and equipment.
• Professional telephone manners and reception skills.
• Ability to manage the official's calendar and arrange meetings.

Responsibilities

• Receive calls and visitors, route or handle as appropriate.
• Arrange conferences, brief participants, take notes and prepare summaries.
• Process incoming mail and maintain control records.
• Review outgoing correspondence for accuracy and policy conformance.
• Maintain calendar and brief the official on agenda items.
• Draft letters or acknowledgments on own initiative.
• Recruit and assign clerical staff and manage relief coverage.
• Coordinate social obligations and invitations as needed.
• Obtain information from various sources and organize material for briefings.
• Issue notices and distribute instructions to staff.
• Develop and maintain office procedures and workflow.
• Operate typewriter or computer to prepare documents.
• Transcribe dictation using shorthand or stenotype when required.

Skills

Typing 40 wpm

Dictation 80 wpm

English grammar

Office procedures

Telephone etiquette

Calendar management

Education

High school diploma

Tools

Typewriter

Word processor

Job description

Hawaii State Department of Education is seeking a Private Secretary I to provide executive-level support in Honolulu. The role includes handling calls and visitors, organizing conferences, managing mail, and preparing briefing materials for the official served.

Responsibilities also cover calendar control, drafting correspondence, selecting and supervising clerical staff, and coordinating official social obligations.