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Executive Assistant to COO

2 months ago

Honolulu, United States University of Hawaii Foundation Full time
Job DescriptionJob Description

POSITION INFORMATION

Title: Executive Assistant to Chief Operating Officer & CFO

Department: Administration and Finance

FLSA Status: Salary, Exempt

Starting Annual Salary: $70,000.00 commensurate with experience

POSITION SUMMARY

The Executive Assistant to the Chief Operating Officer & CFO (EA) is responsible for administrative support and project coordination primarily for the Chief Operating Officer & CFO, with additional ad hoc assistance to the Accounting and Finance departments.

REPORTS TO

Chief Operating Officer & CFO

ESSENTIAL FUNCTIONS

Administrative

Establish and maintain effective working relationships with a broad constituency inside and outside University of Hawaiʻi (UH) Foundation and University of Hawaiʻi System.

Organize and facilitate travel arrangements. Ensure signing authority coverage.

  • Schedule and coordinate meeting dates, times, venues, attendance, and agenda; take notes when necessary and provide administrative support and follow-up on matters arising from internal and external meetings.
  • Research, draft, edit and proofread written communications for a broad array of topics. Gather and compile information and data from various sources into the appropriate format for use in a variety of interactions. The format may include written materials for meetings, reports, correspondence, presentations, or key talking points.
  • Assist with tracking the organization’s operating budget tracking and submission process, including accounts payable, receivables, and process expense reimbursements. Compile budget and expense reports.
  • Organize documents and meeting materials. Extract and analyze documents to decipher retention in accordance with the UH Foundation’s record retention policy.
  • Provide back-up administrative support with other administrative personnel for the seamless functioning of UH Foundation offices.

Board & Stakeholders

  • Assist with preparation for various board meetings:
    • Proofread board materials and presentations.
    • Assist with organizing meeting materials.
    • Draft UH Foundation board meeting minutes.
    • Attend UH Foundation board meetings as necessary.
    • Assist with meeting logistics when appropriate.
    • Compile conflict of interest and 990 questionnaires.
    • Assist with stewardship of UH Foundation Board of Trustees, UH, external partners, prospects, and donors, on behalf of the Chief Operating Officer & CFO.

Project Management and Other Duties

Serve as a liaison with insurance brokers in relation to annual corporate insurance renewals. Monitor renewal dates and coverage rates.

  • Maintain a familiarity with filing for Certificate of Insurance, General Liability and Operations insurance.
  • Process and provide advice in relation to Certificates of Insurance requests and special event insurance.
  • Serve as the primary facilitator for filing and tracking related tax-exempt bond reports and disclosures.
  • Serve as the main point of contact for corporate registrations and related filings.
  • Assist in benchmarking information from other nonprofits and institutionally related foundations.

Assist with additional functions as assigned.

EVALUATION

The EA will meet annually with their supervisor to put in place a plan for the year. At the end of each year, the EA and the supervisor will review progress toward the annual goals.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
  • Bachelor’s degree preferred or minimum of five years of progressively responsible experience in corporate, higher education or non-profit organization.
    • Proficient in Microsoft Office, and database and records management.
    • Ability to maintain confidentiality of privileged and sensitive information. Strong communication skills, verbal and written.
    • Must be highly organized and detail-oriented.
    • Must be multi-task oriented, able to work under deadline pressures in a fast-paced environment.
    • Ability to work effectively in a large, complex and dynamic organization balancing competing priorities.
    • Professional, self-starter, reliable and team player.
    • Ability to work with a diverse community.
    • Ability to manage competing projects.
    • Must reflect and represent the Foundation’s values: Teamwork, Accountability, Service, Trust, Integrity and Excellence.

WORKING CONDITIONS

Based at the Walter A Dods, Jr., RISE building located at 1810 University Ave., Suite 300, Honolulu, HI the EA will work primarily in an office environment and will need to sit or stand for extended periods while either working on a computer, performing desk related tasks, or attending meetings. The position requires some travel. The employee must have a valid driver’s license and an acceptable driving record or must have an acceptable mode of transportation. The employee will need to work some evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour work week.