Executive Assistant to CEO

4 weeks ago

Honolulu, United States ProService Hawaii Full time
Job DescriptionJob Description

JOIN OUR PROHANA

Listed as one of Hawaii's Best Places to Work for over 17 years and Hawaii's Top 250 Businesses, at ProService our PROhana isn't just your co-workers, it's your community. Being a member of our PROhana means you'll be joining a team of other high performing individuals committed to and motivated by our core mission: Empowering Hawaii Employers to Succeed.

EXECUTIVE ASSISTANT TO THE CEO

We are seeking a highly motivated and skilled Executive Assistant who will play a meaningful role in maximizing the CEO's efficiency and productivity in our fast-paced environment. In this role, you will become a trusted partner, anticipating needs, navigating complexities, and driving success across the business.

Your mission: to provide outstanding support that empowers the CEO to focus on what matters most. You will manage administrative responsibilities and proactively anticipate and prioritize tasks in a dynamic environment. Your judgment, problem-solving abilities, and knack for offering streamlined solutions will be crucial in optimizing the CEO's day.

Your attention to detail, discretion, and professionalism are paramount, especially when managing a high volume of tasks under pressure. You are solutions-oriented, adaptable, and thrive in environments where high expectations are the norm.

Success in this role comes from exceptional communication skills, the ability to anticipate shifts in priorities, and the readiness to contribute to a long-term partnership with the CEO. The ideal candidate goes beyond being an assistant and becomes a strategic partner, proactively identifying opportunities to support and acting as a multiplier for the CEO's office.

RESPONSIBILITIES

  • Manage daily duties to ensure the smooth operation of the CEO's activities, including managing a complex calendar, prioritizing tasks effectively, handling travel arrangements and expenses, and providing general administrative support.
  • Proactively minimize the CEO's administrative load, including managing schedules, coordinating travel, tracking, completing essential deliverables, and finding opportunities to take work. This position involves overseeing multiple tasks, ensuring timely follow-up and preparation, and driving key departmental activities and objectives.
  • Function and communicate with exceptional attention to detail, subtle cues, timing, and judgment in a fast-paced environment. Anticipate shifts in priorities, the flow of information, or changes while maintaining professionalism under simultaneous demands for attention.
  • Prepare and develop PowerPoint presentations and other materials for CEO meetings and engagements. Assist with preparations for Board of Directors meetings, including managing deliverables and logistics.
  • Organize preparations for employee engagements, projects, and communications including logistics, presentations, creative, agendas, and follow-ups. Takes ownership to ensure successful and disciplined execution.
  • Manage and maintain multiple calendars, including recurring meetings and key events. Use sound judgment to prioritize, prepare background information, and offer solutions to complex scheduling needs. Proactively review calendars and optimize the CEO's use of time against the business's top priorities.
  • Exhibit and maintain a high level of discretion, integrity, confidentiality, and sound judgment to handle all sensitive matters in a professional manner.
  • Is thoughtful and considerate with people, helping enhance relationships (sending gifts, cards, notes, etc.) without being asked.
  • Demonstrate dedication to the role and understanding of the importance of stability to the CEO and the company in the position.

WHAT YOU'LL BRING TO THE TEAM

  • Minimum five years of experience in an executive administrative role, demonstrating consistent professionalism and capability
  • Experience in Board of Directors preparation is preferred
  • Ability to make informed decisions and respond promptly to urgent situations
  • Exceptional time management abilities, including prioritization and re-prioritization skills
  • Demonstrate initiative, adaptability, and professionalism in all interactions
  • Sound judgment and high-level problem-solving skills
  • Excellent interpersonal and communication skills
  • Desire to serve, devise options, and be helpful
  • Thoughtfulness and strong attention to detail
  • Solutions-oriented, delivering results

WHY YOU'LL LOVE PROSERVICE

  • Our PROhana. Our employees and customers consistently express the best thing about ProService is our team. See for yourself and check out our Glassdoor reviews
  • A commitment to holistic well being. Generous employer contribution toward medical benefits, paid holidays
  • Professional Growth & Development. We offer opportunities for continuing education and make new opportunities available internally first
  • At ProService, We Learn & We Play for Keeps. We hold ourselves to the highest standard and strive towards excellence. However, we know (from experience) the road to excellence is paved with lessons learned and we give our PROhana the space to take on new challenges, to make mistakes and to learn from them

The base compensation for this position is $80,000.00 to $110,000.00 annualized depending on experience and qualifications.

We support a hybrid working environment, and this position is located in Hawaii-Kai, Honolulu, HI. Our normal business hours are 8am - 5pm HST.

We believe in flexibility and are committed to considering all talented applicants, evaluating them based on skill, competency, and cultural fit, rather than solely on geographic location.

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