Senior Administrative Assistant

3 weeks ago

Honolulu, United States Central Pacific Bank Full time

Position Function:

The Senior Administrative Assistant is responsible for supporting the various administrative needs for executives of Central Pacific Bank by handling assigned tasks such as maintaining schedules, coordinating meetings, making travel reservations, and other administrative duties.

Performs all duties and interacts with internal and external customers in a manner that is expressly aligned with the Company's Core Values of approaching all actions with a "Voyaging Spirit" and being "Positively Ohana". Exhibits core competencies that result in consistent delivery of positive Customer Interactions, Empowerment and Ownership and demonstrate key professional and performance skills such as Active Listening, effective Oral and Written Communication, Action and Solution Oriented and Thoroughness.

Primary Accountabilities:

Administrative responsibilities:

Administrative Skills

* Scheduling Expertise: Managing complex calendars, coordinating meetings across multiple time zones, and prioritizing time-sensitive engagements.
* Communication Management: Handling high volumes of email, drafting correspondence, and filtering important information for the Executives departments.
* Event Coordination: Organizing team meetings, town halls, or vendor engagements, including logistics, agendas, and follow-ups.
* Document Preparation: Creating polished presentations, briefs, and reports tailored for executive audiences.
* Problem-Solving: Anticipating issues in scheduling, operations, or communication and addressing them proactively.
* Budget Awareness: Familiarity with budgets, procurement processes, and financial reporting to support the Executive's in tracking expenditures.

Communication and Interpersonal Skills

* Stakeholder Management: Coordinating with vendors, company leaders, and cross-departmental executives.
* Confidentiality: Discretion in handling sensitive organizational and personnel information.
* Relationship Building: Cultivating positive relationships with company team members, external partners, and board members.

Time Management and Adaptability

* Multitasking: Juggling multiple priorities in a fast-paced environment.
* Adaptability: Staying flexible to adjust to the Executive's rapidly changing schedules and priorities.

Leadership and Initiative

* Proactive Planning: Anticipating the Executive's needs and preparing materials or briefing notes ahead of time.
* Team Support: Assisting department leaders with administrative tasks to ensure smooth team operations.
* Continuous Learning: Staying informed about emerging executive departments and company trends and industry shifts.

Technical Proficiency

* IT Literacy: Basic understanding of IT terminology, systems, and processes to better comprehend the Executive's tasks and priorities preferred.
* Technology Tools: Proficiency in Microsoft Office Suite, collaboration tools (e.g., Teams, Slack), and project management software (e.g., Trello, Asana, or Jira) preferred.
* Data Handling: Ability to prepare reports, analyze data, and generate insights using tools like Excel, Power BI, or Tableau preferred.
* Primarily supports 1-2 executives and may serve as back up to other Executive(s) as assigned.
* Other work as assigned.

Minimum Qualifications:

Education:

* H.S. Diploma or GED equivalency required.
* Bachelor's degree in business or related field is preferred.

Experience:

* 4+ years of experience handling administrative responsibilities (a bachelor's degree in a related field may be substituted for 2 years of required work experience).

Physical Requirements & Working Conditions:

* Must be able to perform light physical work and to move or lift items including but not limited to boxes, files and papers up to 20 pounds unless otherwise as indicated.
* Must be able to operate and proficiently use standard office equipment, including phone, copier, personal computer and/or other work related mechanical or electronic devices and applications.
* Must be able to clearly communicate verbally and in writing with all internal and external customers. Must also be able to hear sufficiently to engage in daily discussions and interactions.
* Must be able to read and understand bank-related documents.
* Must be able to work in a conventional office setting, involving sitting at a desk or workstation for long periods of time. Must also be able to adapt to different work environments as needed to perform the job.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

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