Executive Secretary to Department Director

Honolulu; Honolulu (HI); Hybrid; USD 48,000 - 60,000; Full time

Job summary

City and County of Honolulu is seeking a Private Secretary to the Department Director or Deputy Director. The role requires handling calendars, travel, and confidential admin tasks to support high-level officials.

Responsibilities include secretarial services, correspondence processing, and coordination with City Council processes and legislative activities. Strong organizational and computer skills are essential for success in this position.

Qualifications

• Associate’s degree required; a Bachelor’s degree preferred.
• Experience as an administrative assistant with calendar management is highly desirable.
• Strong oral and written communication skills and computer proficiency are essential.

Responsibilities

• Answers phone calls and directs callers to appropriate agency.
• Schedules appointments and meetings; handles incoming mail and visitors.
• Manages Director/Deputy Director’s calendar and travel arrangements.
• Provides secretarial services and administrative support to Director/Deputy Director.
• Prepares meeting agendas and takes minutes when needed.
• Takes dictation and transcribes letters, memos, and other material as required.
• Liaises between Director/Deputy Director and other departments and agencies.
• Assists with coordination of legislative processes and Gifts to the City.

Skills

Calendar management

Administrative experience

Strong communication

Computer skills

Education

Associate's degree

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Database applications

Job description

City and County of Honolulu is seeking a Private Secretary to the Department Director or Deputy Director. The role requires handling calendars, travel, and confidential admin tasks to support high-level officials.

Responsibilities include secretarial services, correspondence processing, and coordination with City Council processes and legislative activities. Strong organizational and computer skills are essential for success in this position.