Executive and Administrative Assistant

Boys & Girls Club of Hawaii; Honolulu (HI); On-site; USD 59,000 - 60,000; Full time

Benefits offered by this job

Paid Time Off

Up to 17 Paid Holidays

Employer-paid health insurance

Retirement pension with 8% salarymatch

Job summary

The Boys & Girls Clubs of Hawaii is seeking an Executive & Administrative Assistant to provide primary support to the President & CEO and Chief Operations Officer, coordinating board activities and ensuring smooth day-to-day operations in the Administration Office.

You are highly organized, discreet, and adept at calendar management, travel planning, and professional communication, working collaboratively with staff, volunteers, donors, and partners.

Qualifications

• Strong executive administrative skills including correspondence, email and calendar management.
• Excellent writing, editing, and formatting skills for diverse audiences.
• Exceptional organizational skills and attention to detail.

Responsibilities

• Anticipates and manages the complex administrative needs of the CEO and COO.
• Manages calendars, workflows, invitations and meeting preparation.
• Coordinates board materials, agendas and minutes for the Corporate Board.
• Oversees travel arrangements and related expense reporting for executive management.
• Supports Board recruitment, onboarding and onboarding communications.

Skills

Executive administrative skills

Organization & time management

Calendar & scheduling

Communication skills

Education

Associate or Bachelor’s degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Zoom

Adobe

Job description

Role: Executive and Administrative Assistant

Reports to: President & CEO

Location: Administration Office

Status: Exempt

Work Hours: Normally Monday – Friday during normal business hours of 8:00 am to 5:00 pm. Ability to work flexible hours as needed.

Compensation: $58,559 - $60,000 Annually

About BGCH

The mission of Boys & Girls Clubs of Hawaii is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The after-school hours have become a critical time for youth – a time when many children in our communities are left to fend for themselves without positive adult supervision. We provide a safe place filled with hope and opportunity, ongoing relationships with caring adult mentors, and enriching programs.

Overview of the Role:

Reporting to the President & CEO, the Executive & Administrative Assistant (EAA) provides primary administrative support to the President & CEO and Chief Operations Officer (COO), coordinates administrative support for the Corporate Board, and helps ensure effective day-to-day operations of the administrative office. This position requires strong organization, sound judgment, discretion, proactive follow-through, and the ability to manage multiple priorities in a mission driven, high performing environment. The EAA is expected to build collaborative, respectful relationships with staff, Board members, partners, vendors, and other stakeholders.

Who you are:

Plans, Organizes, and Manages Time Effectively

• Highly organized, with strong planning, prioritization, multitasking, and time-management skills.
• Works independently, exercises sound judgment, anticipates needs, and ensures timely follow-through.
• Breaks projects into manageable tasks, develops schedules, and coordinates activities to meet deadlines.
• Demonstrates strong executive administrative skills, including correspondence, email and calendar management, scheduling, meeting coordination, and recordkeeping.

Deals with Ambiguity

• Adapts quickly to changing priorities and works effectively with incomplete information.
• Manages multiple tasks, solves problems, and exercises sound judgment with limited supervision.
• Remains composed under pressure and welcomes feedback, new approaches, and continuous improvement.

Demonstrates High Standards of Confidentiality, Ethics, and Integrity

• Handles sensitive information with discretion, professionalism, and sound judgment.
• Adheres to the organization’s code of ethics and confidentiality policies, sharing information only with authorized individuals.
• Communicates tactfully and escalates concerns appropriately.

Demonstrates Excellent Customer Service and Provides Information Clearly and Succinctly

• Provides accurate, timely, and professional service with strong attention to detail.
• Demonstrates excellent written, verbal, and interpersonal communication skills.
• Communicates clearly and concisely with administrative teammates, volunteers, funders, Board members, donors, supporters, vendors, partners, and Club employees.
• Builds effective relationships through professionalism, discretion, and emotional intelligence.

Key Roles (Essential Job Responsibilities):

• Anticipates and manages the complex administrative needs of the President & CEO (CEO) and Chief Operations Officer (COO).
• Manages the CEO’s and COO’s calendars and workflows, including scheduling, prioritization, invitations, RSVP tracking, meeting preparation, and competing priorities.
• Coordinates executive communications, tracks action items, and ensures timely follow-up on key responsibilities.
• Schedules internal and external meetings, prepares and distributes materials, and coordinates administrative follow-up.
• Serves as the primary administrative coordinator for the Corporate Board and designated Board committees, managing scheduling, agendas, meeting materials, attendance, RSVPs, minutes, and corporate records in the board management system.
• Supports Board recruitment, new member onboarding and orientation, Board communications, and special events in coordination with the CEO and COO.
• Coordinates logistics for Board and committee meetings, including facilities, meeting spaces, meals, refreshments, and supplies.
• Manages end-to-end travel arrangements for executive management and other staff as needed, including itineraries, transportation, lodging, meeting arrangements, travel briefings, and related expenses.

Qualifications:

• Strong executive administrative skills, including correspondence, email and calendar management, scheduling, meeting coordination, and recordkeeping.
• Excellent writing, editing, and formatting skills, with the ability to tailor materials to diverse audiences.
• Exceptional organizational skills and attention to detail, accuracy, consistency, and professional presentation.
• Ability to anticipate executive and Board needs and communicate professionally on behalf of the CEO and COO.
• Strong collaboration, judgment, decision-making, and problem-solving skills.
• High degree of personal and professional integrity and ability to handle confidential information.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, as well as Zoom and Adobe.
• Valid Hawaii driver’s license in good standing.

Education and Experience:

• College degree preferred (Associate or Bachelor’s degree).

• 2 – 3 years of progressively responsible executive administrative support experience, preferably supporting senior executives and boards within a nonprofit or comparable organization.

Boys & Girls Club of Hawaii Benefits

• BGCH is officially awarded and recognized as one of Hawaii’s Best Workplaces by Pacific Business News.
• BGCH is committed to investing in your professional development and offers many opportunities to grow.
• Community is the top rated reason employees love working at BGCH.
• BGCH offers a sense of purpose. Working at BGCH is an opportunity to make the world a better place for youth who need us most.
• Full-time positions receive 19 days of Paid-Time-Off in addition to PTO for your Birthday. Part-time employees receive PTO as well.
• Up to 17 Paid Holidays each year.
• 100% employer-paid medical, dental, and vision insurance for employees working more than 20 hours per week. Option to upgrade to family insurance plans for reduced rates.
• Pension with an 8% salary match (eligibility contingent on duration employee has been with BGCH).
• Life Insurance provided for employees exceeding 30 hours per week.
• Employee Assistance Program
• Discounted Pet Insurance
• Thoughtful employee appreciation including, but not limited to: annual anniversary of employment bonus in the form of an Amazon Gift Card, and a celebratory Safeway Gift Card every year on your Birthday.

BGCH Values

• Kindness and Aloha
• Integrity and Trust
• Highest Potential
• Diversity, Fairness, and Inclusion
• Growth Mindset.

1. You approach obstacles and challenges withKindness and Aloha; this includes being patient and positive when working with others.
2. You make decisions and choices withIntegrityin everything that you do (especially when no one is looking).
3. You work towards your own and your members’HighestPotentialat work. This includes working with your supervisor and coworkers in a collaborative and constructive way.
4. A culture ofDiversity, Fairness, and Inclusion, is everyone's kuleana (responsibility). In a diverse, equitable, and inclusive culture, everyone can be themselves and experience the full richness of the organization as no one feels the need to suppress who they are.
5. AGrowth Mindsetmeans embracing a mindset that encompasses innovation, creativity, learning, collaboration, and being open to new, uncomfortable ideas and opinions different than your own, if it means doing things more efficiently or better.

Equal Employment Opportunity

Equal Employment Opportunity is at the foundation of the Boys & Girls Club of Hawaii philosophy and policies. While there are laws governing the treatment of applicants and employees, BGCH is fully committed to following Equal Employment Opportunity because it is the right thing to do.

It is BGCH’s policy to employ qualified people without regard to race, color, religion, sex, including gender identity or expression, age, ancestry, national origin, citizenship, marital status, civil union status, disability, genetic information, sexual orientation, arrest or court record, credit history, veteran’s status, reproductive health decision, domestic violence, sexual violence or stalking victim status, reproductive health decision, or any other characteristic protected under federal or state law. This policy applies to all aspects of employment including but not limited to, recruitment, hiring, placement, training, promotion, compensation, benefits, transfers, layoffs, recalls, leaves of absence, discipline, and termination.