Program Assistant

Center for Cultural and Technical Interchange Between East and West, Inc; Honolulu (HI); On-site; USD 46,351 - 56,652; Full time

Benefits offered by this job

Health insurance

Retirement savings with company match

Paid holidays

Paid vacation

Paid sick leave

Job summary

The Center for Cultural and Technical Interchange Between East and West, Inc is seeking a Program Assistant on their Honolulu campus. This full-time, in-person role includes responsibilities such as preparing program materials, organizing workshops, managing communications, and maintaining records. A High School Diploma and four years of relevant experience are required. The position offers an annual salary starting at $51,501.88 along with benefits such as health insurance and paid leave.

Qualifications

• Four years of full-time relevant experience, or a combination of education and experience equaling four years.
• High proficiency with office machines and emerging technologies.
• Knowledge of office practices and recordkeeping procedures.

Responsibilities

• Prepare program materials and summarize information.
• Assist in organizing workshops and conferences.
• Draft correspondence and maintain program files.
• Manage Fellowship email accounts and coordinate visits.

Skills

Organization

Effective communication

Time management

Interpersonal skills

Adaptability

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Zoom

Adobe Acrobat Pro

Job description

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to U.S. regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet U.S. policy priorities and expressed needs in the Indo‑Pacific region.

RESPONSIBILITIES OF THE PROGRAM ASSISTANT

• Prepares program material for staff, gathers and summarizes information from program files and other sources, follows up on work progress, and brings important matters to the attention of appropriate staff.
• Initiates and prepares a variety of administrative, participant award and fiscal forms, including purchase orders, payment authorizations, housing requests, travel requests, petty cash, and other payment documents for Fiscal Officer approval.
• Assists with arrangements for workshops, conferences, and meetings, including registration, financial documentation, coffee/tea service, meeting room set‑up, presentations, recordings, video conferencing, receptions, meals, travel reservations, and virtual program facilitation via Zoom or other platforms.
• Drafts correspondence, documents, reports, proposals, manuscripts, letters, faxes, and memos, reviewing for spelling, grammar, calculations, format, and arrangement, and performing minor editing as necessary.
• Establishes and maintains program files, modifying as needed for efficient access and retrieval.
• Manages Fellowship email accounts, compiles and records applications, and refers them for committee review.
• Coordinates visits for Fellows, Scholars, Interns, Associates, Visitors, and Consultants, managing financial or programmatic documentation and orientation.
• Receives and directs visitors and telephone calls, handling them appropriately and referring to program staff.
• Arranges staff travel, prepares transportation/holiday reservations, notifies organizations, and prepares travel documents in accordance with current policies.
• Manages clerical/administrative service requests from staff, setting priorities and confirming deadlines, consulting supervisory staff when necessary.
• Oversees and maintains office room assignments and keys.
• Maintains program staff calendars, briefs staff on matters before meetings, facilitates virtual meetings via Zoom or other platforms, and reschedules appointments as needed.
• Coordinates program reports/publications, liaises with printers or publishers to ensure timely, correct completion.
• Selects and applies appropriate software applications for word processing, databases, spreadsheets, desktop publishing, and data manipulation, producing charts, graphs, tables, and presentations.
• Updates program website content using web content creation and management applications, and handles social media and blog posts as directed by program coordinators.

QUALIFICATIONS AND SKILLS NEEDED FOR THE ROLE

• Education: High School Diploma or equivalent training and experience that provides comparable knowledge and ability.
• Experience: Four (4) years of full‑time relevant experience, or a combination of post‑high school education and related experience totaling four (4) years.
• Demonstrated Ability: Organization, prioritization, coordination, initiative, independent and collaborative work, responsibility for whole work areas, integration of information, background material preparation, effective interpersonal skills across diverse cultures, deadline management, knowledge of policies and procedures, filing and recordkeeping, adaptability, sound judgment, confidentiality handling, accurate arithmetic and recordkeeping, and effective verbal and written communication.
• Knowledge: Routine office practices and recordkeeping procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment, including computers, LCD projectors, and emerging technologies; high proficiency with Microsoft Word, Excel, Adobe Acrobat Pro, Google Suite, Microsoft 365, and meeting software such as Zoom and Skype.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

The annual salary for this position starts at $51,501.88, with a benefits package that includes health insurance, retirement savings with a generous company match, paid holidays, as well as paid vacation and sick leave.

EMPLOYMENT FACTS

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.