Executive Assistant

HMSA; Honolulu (HI); On-site; USD 70,000 - 100,000; Full time

Job summary

HMSA in Honolulu is seeking an experienced Executive Assistant to support the CEO and assigned executives. You will draft routine and specialized correspondences, manage the executive calendar, coordinate travel, and ensure confidential matters are handled with discretion.

The role requires proactive prioritization, strong communication, and the ability to coordinate with multiple departments, vendors and stakeholders to keep the executive team focused on strategic priorities.

Qualifications

• Experience supporting C-suite executives.
• Proactive prioritization and independent judgment.
• Strong written and verbal communication.
• Ability to manage complex calendars and travel.
• Vendor and budget oversight.

Responsibilities

• Relieves CEO of administrative tasks and drafts routine and specialized correspondences.
• Oversees and maintains CEO/Executive calendars; coordinates travel and meetings.
• Coordinates internal and external communications and responds to sensitive matters with discretion.
• Leads/coordinates internal and external projects; evaluates vendors and negotiates contracts as needed.
• Performs budgeting and purchasing tasks and ensures adherence to procedures.

Skills

Executive support

Calendar management

Communication

Vendor management

Budgeting & purchasing

Travel coordination

Meeting coordination

Tools

Microsoft Office

Job description

1. General Administrative Support
   Relieves the CEO/assigned Executive(s) of majority of administrative functions and tasks, ensuring the most effective/efficient use of the Executive's attention and focus. Drafts routine and specialized correspondences on behalf of the CEO/assigned Executive(s). Receives, reviews and determines the appropriate parties to channel/direct sensitive, proprietary, and confidential matters to. Actively follows up on the status of pending issues, conducts independent research on subject matters related to Executive's business areas and corporate position, and when appropriate responds independently on behalf of the executive in a timely manner. Responsible for the inventory of supplies on the Executive floor.
2. Internal/External Contacts
   Coordinates and hosts a variety of internal and external visitors. Receives, escorts, and announces internal/external visitors to the Executive offices. Resolves meeting or event conflicts. Exercises independent judgment when prioritizing communications and determining urgency, escalation needs, and appropriate contact with CEO/assigned Executive(s). Assesses situations and interrupts CEO/assigned Executive(s) schedule for issues/situations that the Executive Assistant determines require immediate action. Answers and routes phone calls appropriately.
3. Meeting/Calendar/Travel
   Oversees and maintains the calendar for CEO/assigned Executive(s) in highly organized and efficient manner. Evaluates and prioritizes appointments and meetings based on urgency and business impacts, adjusting as needed. Ensures CEO/assigned Executive(s) have an appropriate amount of time to effectively meet various obligations. Books venue(s) for meetings, creates agendas, obtains relevant handouts/brochures, and procures refreshments for the meeting. Maintains a global view of scheduling, efficiently and effectively coordinates with other assistants for meetings that require multiple Executives. Arranges and books complex multi leg itineraries for executive or assigned parties as required.
4. Corporate Communications
   Monitors and manages the corporate communications channel for CEO/assigned Executive(s). Ensures the timely and accurate flow of information to and from the executive offices including but not limited to marketing initiatives, policy/procedure updates, corporate communications, and any other item that have companywide impact. Prepares and modifies presentations and responses for both internal and external audiences. Acts as a liaison by planning and scheduling across various communication channels to ensure all internal and external parties are well informed. Responds independently to complex matters of significance impacting business goals and outcomes.
5. Special Projects
   Lead/coordinates internal and external special projects and community engagement activities, simple to complex in nature, based on Corporate goals or initiatives. Researches and evaluates vendors, obtains and reviews RFPs, conducts cost-benefit analysis, negotiates and enters into contracts for products or services on behalf of HMSA ensuring selection of the best vendor/contractor to meet project objective. Efficiently guides vendors/contractors through the Contract Vendor Management (CVM) process. Provides direction and guidance to volunteer staff and external vendors. Also responsible for miscellaneous support tasks during projects/events.
6. Budgeting & Purchasing
   Reviews and approves purchase orders and invoices within assigned signing powers/levels. Acts as a liaison with various departments to ensure financial, budgeting, and accounting procedures are being followed, and authorizations are obtained.
7. Performs all other miscellaneous responsibilities and duties as assigned or directed.