Temporary Administrative Assistant: Calendar & Travel Support

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

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.