Office Support Lead

International Executive Service Corps; Honolulu (HI); On-site; USD 50,000 - 70,000; Full time

Job summary

International Executive Service Corps is seeking an Office Support Lead in Honolulu, Hawaii. This role oversees administrative operations, ensuring efficiency and professionalism while supporting the SSN Sustainment team.

The ideal candidate will possess strong organizational skills and experience in office management. Responsibilities include managing office resources, vendor negotiations, and staff coordination to meet organizational goals.

Qualifications

• Proven experience in office management or administrative leadership.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.

Responsibilities

• Oversee day-to-day administrative operations ensuring efficiency.
• Manage office resources and liaise with stakeholders.
• Support staff in achieving organizational goals.

Skills

Office management experience

Organizational skills

Microsoft Office Suite proficiency

Communication skills

Vendor management experience

Budget adherence

Attention to detail

Team leadership

Education

Certificate or Diploma in Business Administration

Job description

Job Description:

The Office Support Lead is responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth, efficient, and professional environment. This role will support the SSN Sustainment team through managing office resources, facilities management, coordinating administrative staff, and supporting organizational processes to maintain productivity and compliance. The Office Manager will liaise with internal and external stakeholders, including senior management and customers, and requires a collaborative individual who enjoys challenging work in a fast-paced environment with high attention to detail.

The Office Support Lead operates in a dynamic environment requiring multitasking, problem-solving, and coordination across multiple departments. The role involves managing resources, maintaining compliance with policies, and supporting staff to achieve organizational goals. The Office Support Lead reports to the Head of Country and is required to oversee the administrative operations in a professional and timely manner. This position will also provide ongoing support with the establishment and ongoing operations of the ASC US Entity.

Required Skills and Experiences

• Proven experience in office management or administrative leadership
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite and office systems
• Excellent communication and interpersonal skills
• Proven experience in vendor management
• Proven experience adhering to budgets
• Attention to detail
• Ability to manage competing priorities
• Professionalism and discretion
• Customer service and strong communication
• Ability to lead a small team

Major Areas of Accountability

Office Operations Management

• Manages timesheet queries and overtime booking compliance
• Manages Office Administrators to ensure smooth day-to-day running of the office
• Manages office layout, desks, meeting rooms, ensuring effective use
• Ensures health and safety requirements are followed
• Manages mail and deliveries
• Oversees creation and maintenance of digital and physical filing systems

Staff Coordination and Support

• Coordinates employee engagement activities, comms, town halls, events
• Manages bookings of travel, medicals, and scheduling ASC related activities
• Provides day-to-day support to relevant teams and facility matters
• Supports new employee onboarding such as desk setup

Resource and Vendor Management

• Orders goods, materials, supplies, tooling, PPE for existing and new staff
• Negotiates contracts with vendors to ensure budget adherence
• Manages relationships with vendors (cleaners, catering, stationery)
• Tracks and reviews invoices for accuracy prior to approval
• Processes invoices, purchase orders, and expense reimbursements

Reporting and Administration

• Supports branch with administrative duties
• Prepares reports, correspondence, and documentation as required
• Provides administrative support to leadership and team
• Oversees management of calendars, meeting bookings and minutes

Degree Requirements

• Certificate or Diploma in Business Administration or equivalent experience
• Must be a U.S. citizen with a Secret Level Security Clearance