Executive Assistant

Family Promise of Hawaii; Honolulu (HI); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

PTO 25 days + 13 holidays

3% 401(k) employer contribution

Cell phone stipend

Professional development

Job summary

Family Promise of Hawaiʻi seeks an Executive Assistant to support the Executive Director and leadership team, handling calendars, correspondence, and meeting logistics in a mission-driven nonprofit environment.

The role requires strong communication skills, high organization, and comfort with technology (Asana, Salesforce, Google/Microsoft 365). On-site work in Hawaiʻi with occasional events and travel should be expected.

Qualifications

• A four-year college degree or at least two years of relevant professional experience.
• Ability to manage a high volume of work with efficiency.
• Strong attention to detail; notices and fixes errors that others might overlook.
• Strong sense of ownership and resilience; able to solve problems and maintain high-quality work even when things are hectic.
• Excellent verbal and written communication skills; organizes information well, with a high degree of accuracy and sensitivity to how different audiences will receive information.

Responsibilities

• Manage the Executive Director’s calendar and schedule meetings with internal and external stakeholders.
• Triage the Executive Director’s email and mail, monitor commitments and deadlines, and follow up with staff, board members, and partners.
• Draft correspondence for the Executive Director’s review and signature, and cover the ED’s phone when unavailable.
• Coordinate meetings, agendas, materials, and note-taking for designated sessions.
• Arrange travel and accommodations for the Executive Director and staff.
• Oversee day-to-day office operations and coordinate vendors and facilities as needed.

Skills

Strong communication

Attention to detail

Organization

Time management

Team player

Education

Bachelor's degree or 2 years experience

Tools

Asana

Salesforce

Microsoft Office

Google Workspace

Slack

Zoom

Job description

The Executive Assistant (EA) supports the Executive Director and leadership team, helping the organization grow to serve more families by taking ownership of administrative and office priorities. Occupying a high-trust role, the EA is highly organized, motivated, and detail-oriented, with strong communication skills, fluency with technology, and a proven ability to follow every commitment through to completion.

Family Promise of Hawaiʻi (FPH) is a 501(c)(3) nonprofit whose mission is to transform the lives of families with children in Hawaiʻi facing homelessness by providing housing, resources, and support. Founded in 2005, FPH operates emergency shelters to give families a safe place to sleep, study, and get back on their feet; provides individualized case management and rental assistance to help families navigate and overcome their challenges; and organizes community-based opportunities to help families build skills and social capital. Each year, FPH serves hundreds of families on Oʻahu and Maui.

Essential Job Functions

Executive Director Support (30%)

• Manage the Executive Director’s calendar, prioritizing inbound requests and scheduling meetings with internal and external stakeholders.


• Triage the Executive Director’s email and mail, monitor commitments and deadlines, and follow up with staff, board members, and partners.


• Draft correspondence for the Executive Director’s review and signature, and cover the Executive Director’s phone when they are unavailable.


• Conduct background research and assemble briefing materials ahead of the Executive Director’s meetings.

Leadership Team Support (20%)

• Schedule meetings and appointments for members of the leadership team.


• Take on administrative work for the leadership team as directed by the Executive Director, who sets priority when requests compete.


• Maintain the organization’s project management system (Asana): capture tasks from meetings, assign due dates and owners as directed, and keep records current.

Meeting, Event, and Travel Coordination (25%)

• Coordinate logistics for board, committee, staff, and coalition meetings and organizational events, including rooms, catering, AV, setup, and attendance.


• Prepare and circulate agendas and materials in advance of meetings.


• Attend designated meetings to capture notes, record decisions, and track action items to completion.


• Arrange travel and accommodations for the Executive Director and staff.

Office Operations and Administration (25%)

• Manage day-to-day office operations, serving as the first point of contact for visitors and inquiries and handling mail, supplies, and on-site needs.


• Research and schedule vendors and contractors in coordination with the Property and Resident Services Manager, and carry routine facilities, maintenance, and vehicle requests through to resolution.


• Complete off-site errands, pickups, and deliveries on behalf of the Executive Director and staff.


• Maintain organized records and shared files, and process expense submissions and reimbursements.


• Coordinate staff recognition, including cards for birthdays and work anniversaries, and track upcoming milestones.

Other duties as assigned.

Required Qualifications & Experience

• A four-year college degree or at least two years of relevant professional experience.


• Ability to manage a high volume of work with efficiency.


• Strong attention to detail; notices and fixes errors that others might overlook.


• Strong sense of ownership and resilience; able to solve problems and maintain high-quality work even when things are hectic.


• Excellent verbal and written communication skills; organizes information well, with a high degree of accuracy and sensitivity to how different audiences will receive information.


• Fluency with standard office applications and ability to quickly learn new technology systems, e.g. Microsoft Office or Google Workspace, Slack, Zoom, Asana, and Salesforce.


• Trustworthy and dependable, with the ability to work with confidential information.


• A team player who's open to feedback, adaptable to change, and comfortable working in a fast-paced, growing organization.


• Committed to high ethical standards and operating with professionalism and integrity.


• A passion for the mission and vision of Family Promise of Hawaiʻi.


• A valid driver’s license, a reliable vehicle, and current auto insurance for local errands, pickups, and deliveries.


• Availability for occasional early-morning, evening, or weekend work for organizational events.


• Ability to lift and carry up to 25 pounds and to set up meeting and event spaces.

Preferred Qualifications

• Experience providing administrative support to an executive or senior leader.


• Experience working in a nonprofit or community-based organization.


• Experience with Asana, Salesforce, or similar project management and database systems.

In line with Family Promise of Hawaiʻi's core values, we are an equal opportunity employer. We value the different forms of experience and expertise on our team, and we strive to build an organization that leverages each employee's unique skills and perspectives. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, age, national origin, ancestry, disability, marital status, arrest and court record, or any other status protected by federal or Hawaiʻi law. We encourage people of all backgrounds to apply to this position, even if you've had a less traditional career path or don't think you check every box in the job description.

Compensation and Benefits

The pay range for this full-time, non-exempt position is $24-$29 per hour (approximately $50,000-$60,000 annually).

Benefits at Family Promise of Hawaiʻi include:

• A passionate team and mission-driven work environment.


• Medical, dental, and vision insurance (covered for employees).


• 25 paid sick and vacation days and 13 holidays.


• A 401(k) retirement plan with a 3% employer contribution - regardless of how much you choose to contribute, we will contribute 3% of your salary.


• Paid family and medical leave, allowing you to take time off for the birth or adoption of a new child, your own serious medical condition, or caregiving for a close family member's serious medical condition.


• Monthly cell phone stipend and mileage reimbursement.


• Professional development and training opportunities.