Temporary Administrative Assistant

W. M. Keck Observatory; Waimea/Kamuela (HI); On-site; USD 32,000 - 37,000; Part time

Job summary

W.M. Keck Observatory in Hawaii seeks a Temporary Administrative Assistant to provide essential administrative support to the Administration team in a dynamic, collaborative environment.

This part-time role involves scheduling, document prep, minutes, travel support, and reception duties, using Office 365, SharePoint, Slack, and video conferencing tools.

Reporting to Shelly Wakamatsu, you will contribute to efficient operations while maintaining high quality and confidentiality.

Qualifications

• Associate’s degree in office administration or relevant professional experience.
• Five (5) years of progressively responsible experience as an Office or Administrative Assistant.
• Proficiency with Microsoft Office 365 Suite and cloud-based applications (SharePoint, Slack).

Responsibilities

• Schedule appointments, organize calendars, and manage phone calls and emails for supervisors and managers.
• Prepare and manage documents and electronic submissions in line with observatory policies and procedures.
• Compile and prepare reports.
• Plan meetings and take detailed, accurate minutes.
• Review and optimize administrative procedures, including new templates and filing systems.
• Serve as the receptionist.
• Support meetings using video conferencing and productivity tools.
• Coordinate travel arrangements and support event planning.

Skills

Troubleshooting

MS Office 365

SharePoint

Slack

Adobe Acrobat

Adapt to technology

Knowledge acquisition

Independence & teamwork

Communication & conflict resolution

Info analysis & instruction

Education

Associate’s degree in office administration

Tools

Microsoft Office 365 Suite

SharePoint

Slack

Adobe Acrobat

e-signing tools

Job description

Temporary Administrative Assistant

Department: Administration

Employment Type: Part Time

Location: W.M. Keck Headquarters

Reporting To: Shelly Wakamatsu

Compensation: $23.67 - $27.69 / hour

Description

Are you a dynamic and detail-oriented administrative professional looking to make an immediate impact and contribute to a collaborative and innovative work environment? Are you seeking a part-time opportunity with an organization that values your contributions and fosters a supportive work environment? If so, we invite you to explore this exciting opportunity.

About W.M. Keck Observatory: Located on Hawaii's Maunakea, W.M. Keck Observatory offers astronomers a unique perspective to explore the universe, all while respecting the deep cultural significance of this site to the indigenous Native Hawaiian community. Our twin telescopes are at the forefront of astronomical research and provide invaluable insights into the cosmos. At Keck, we are committed to service, stewardship, and community engagement. Join us and become an integral part of our mission.

A Day in the Life of an Administrative Assistant

The Administrative Assistant (AA) provides essential administrative support and coordination for individuals, groups, projects, and programs, enabling staff to focus on high-level responsibilities. The AA facilitates organizational operations by preparing documents, ensuring effective process execution, managing information distribution, and supporting training requests. The AA ensures that all their duties are completed accurately, timely, and delivered with high quality. The AA applies experience, judgment, and flexibility to plan and accomplish goals with a wide degree of creativity and latitude.

Essential Functions:

• Schedule appointments, organize calendars, and manage phone calls and emails for supervisors and managers
• Prepare and manage documents and electronic submissions in line with observatory policies and procedures.
• Compile and prepare reports
• Plan meetings and take detailed, accurate minutes
• Review and optimize administrative procedures٫ including the implementation of new templates and filing systems
• Serve as the receptionist
• Support meetings using video conferencing, communications applications, and other productivity tools
• Coordinate travel arrangements, prepare itineraries, complete, and submit travel expense documents, and support event planning

Required Qualifications

Education

• Associate’s degree in office administration or relevant professional experience

Experience

• Five (5) years of progressively responsible experience as an Office or Administrative Assistant

Skills. Proficiency and ability to:

• Troubleshoot problems
• Use Microsoft Office 365 Suite
• Use cloud-based office applications such as SharePoint and Slack
• Use Adobe Acrobat and e-signing tools
• Explore, learn, and adapt to rapidly evolving technology
• Acquire knowledge quickly to anticipate staff’s needs
• Apply initiative and works independently and collaboratively with staff
• Problem solves, to negotiate, and ability in conflict resolution
• Process and analyze information clearly and take instructions to create efficient actions