HTA ADMINISTRATIVE ASSISTANT

Hawai‘i Tourism Authority; Honolulu (HI); Vor Ort; USD 32.000 - 54.000; Vollzeit

Zusammenfassung

Hawai‘i Tourism Authority in Honolulu, Hawai‘i, seeks an Administrative and Fiscal Support role for the Destination Stewardship Branch. This full-time exempt position supports HTA leadership, handles contracts, procurement, travel arrangements, and financial activities to ensure efficient operations.

Requirements include a High School Diploma or equivalent, strong communication, and the ability to manage multiple tasks with minimal supervision. Relocation costs are not provided.

Qualifikationen

• Knowledge of proper grammar, punctuation, spelling, and professional communication standards.
• Ability to use digital and electronic communication tools.

Aufgaben

• Provide administrative assistance involving contracts, purchasing, accounting, and fiscal matters.
• Maintain calendars, schedule meetings, and coordinate appointments for assigned HTA managers.
• Establish and maintain complete and compliant contract files for Destination Stewardship contracts.
• Research, prepare, and finalize all travel-related documentation for staff and contractors.
• Communicate with contractors regarding deliverables, timelines, and payment status.
• Prepare contract payment and deliverable checklists and review submissions for completeness.
• Process invoices in accordance with HTA Finance Office procedures.
• Utilize word processing, spreadsheets, contract management systems, and fiscal software in compliance with HTA policies.
• Provide administrative support for HTA meetings, events, and activities.
• Receive, respond to, and refer requests directed to the Destination Stewardship team.
• Update and maintain the HTA Destination Stewardship Team contact list.
• Provide receptionist and administrative coverage as needed.
• Perform other related duties as assigned to support the Destination Stewardship Branch, and the HTA leadership.

Kenntnisse

Professional communication

Time management

Contract/financial processing

Office software proficiency

Reception duties

Independent work

Ausbildung

High School Diploma or equivalent

Tools

Contract management systems

Fiscal software

Word processing

Jobbeschreibung

Destination Stewardship Branch

Honolulu, Hawai’i | Full-Time Exempt

Salary Commensurate up to $54,000.00

Relocation costs will not be provided

About HTA

The Hawai’i Tourism Authority (HTA) serves as the primary agency for tourism in the State of Hawai’i. It was established by Act 156 of the Session Laws of Hawai’i in 1998, under HRS Chapter 201B, and is administratively linked to the Department of Business, Economic Development & Tourism (DBEDT). The HTA is responsible for developing and implementing tourism policies, marketing plans, research initiatives, visitor education, and community programs that support the people of Hawai’i, its natural resources, and the visitor industry.

Position Summary

This position provides essential administrative and fiscal support to the HTA Chief Stewardship Officer, HTA Brand Managers, and HTA Destination Stewardship Managers. Responsibilities include coordinating administrative processes, managing contract files, assisting with procurement and financial activities, arranging travel, and ensuring the operational effectiveness and efficiency of the Destination Stewardship Branch.

KEY RESPONSIBILITIES:

Administrative and Fiscal Support

• Provide administrative assistance involving contracts, purchasing, accounting, and fiscal matters.
• Maintain calendars, schedule meetings, and coordinate appointments for assigned HTA managers.
• Establish and maintain complete and compliant contract files for Destination Stewardship contracts.
• Research, prepare, and finalize all travel-related documentation for staff and contractors.
• Communicate with contractors regarding deliverables, timelines, and payment status.
• Prepare contract payment and deliverable checklists and review submissions for completeness.
• Process invoices in accordance with HTA Finance Office procedures.
• Utilize word processing, spreadsheets, contract management systems, and fiscal software in compliance with HTA policies.

Other Administrative Duties

• Provide administrative support for HTA meetings, events, and activities.
• Receive, respond to, and refer requests directed to the Destination Stewardship team.
• Update and maintain the HTA Destination Stewardship Team contact list.
• Provide receptionist and administrative coverage as needed.

Other Duties

• Perform other related duties as assigned to support the Destination Stewardship Branch, and the HTA leadership.

MINIMUM QUALIFICATIONS:

Knowledge

• Knowledge of proper grammar, punctuation, spelling, and professional communication standards.
• Ability to use digital and electronic communication tools

Skills and Abilities

• Ability to read, comprehend, and apply written and oral instructions.
• Ability to communicate clearly and effectively in both written and verbal form.
• Ability to establish and maintain effective working relationships with staff, contractors, and external partners.
• Ability to manage multiple tasks, priorities, and deadlines in a fast‑paced environment.
• Ability to exercise sound judgment, tact, and professionalism; identify operational issues; and work independently with minimal supervision.
• Personal computer, office software applications, calculator, telephone, scanner, copier, fax machine, and other standard office equipment.

Education

• High School Diploma or equivalent.
• Work experience may be substituted for education subject to approval by the HTA President & CEO.

Experience

• Minimum two (2) years of administrative experience in any of the following areas: marketing, public relations, advertising or promotion, community relations, or business relations.
• Substitutions for experience may be approved by the HTA President & CEO.

License

Valid Hawai’i Driver’s License.