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Executive Assistant to the Director of Hawaii Technology Development Corporation

2 months ago

Honolulu, Hawaii, United States Hawaii Technology Development Corporation Full time
About the Role

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to the Director of the Hawaii Technology Development Corporation. The successful candidate will be responsible for coordinating special projects, legislative activities, and administrative tasks, as well as providing general support to the Director and the Board of Directors.

Key Responsibilities
  1. Special Projects Coordination
    • Identify, investigate, evaluate, and recommend new projects to the Director.
    • Consult with stakeholders, project consultants, and community interests during the planning, design, and construction phases.
    • Conduct or participate in public presentations, including public informational meetings and hearings.
  2. Legislative Activities
    • Serve as Legislative Coordinator, submitting legislative testimonies, preparing and updating legislative bills log, notifying the Director of legislative hearings, and tracking bills.
    • Schedule meetings with legislators and prepare appropriate materials for distribution.
    • Ensure staff is informed of legislative initiatives and other actions or activities affecting the Hawaii Technology Development Corporation.
  3. Administrative Assistance to the Director
    • Prepare or arrange for the preparation of correspondence, reports, forms, notices, instructions, directives, and other written communication.
    • Receive, screen, direct callers and visitors for the Director. Manage the Director's schedule of meetings and ensure that the Director is fully briefed before scheduled meetings.
    • Recommend office procedures to the Director and oversee their development and implementation.
    • Act on behalf of the Director in scheduling, coordinating with program managers, and checking on work-in-progress to ensure timely replies or actions.
    • Research information for special projects as requested by the Director, organize materials, and provide written or verbal summaries focusing on salient points.
    • Instruct and inform staff on State and Agency policies and deadlines for programs.
    • Create and maintain organizational systems, including documentation and electronic filing systems.
    • Arrange travel, including approvals and reservations for transportation and lodging.
    • Provide general support to the Director.
  4. Administrative Assistance to the HTDC Board of Directors
    • Coordinate Board correspondence with the Board Chair.
    • Schedule and prepare arrangements for board meetings and various committee meetings.
    • Prepare and maintain Board regular and executive session meeting notices, agendas, minutes, and materials for meetings of the Board and various committees in compliance with state laws.
    • Act as liaison to the Attorney General's office.
    • Work closely with the Board and Committee Chairs to schedule meetings and effectively communicate decisions.
    • Assist the Board and various committees on activities related to the Hawaii Technology Development Corporation.
    • Ensure staff is informed of Board initiatives and other actions affecting the Hawaii Technology Development Corporation.
    • Arrange Board travel, travel documents, and reimbursements when appropriate.
  5. Administrative Support to the Hawaii Technology Development Corporation
    • Review outgoing correspondence for procedural, factual, and grammatical correctness prior to signature.
    • Coordinate administrative and procedural matters with the DBEDT Director's office and other State agencies.
    • Receive phone calls and visitors and respond to requests for information.
    • Arrange travel for staff as assigned.
    • Provide administrative support to staff, including making purchases using a p-card, coordinating State-sanctioned fundraising events, and clerical support.
    • Provide administrative support for events, such as coordinating registrations, arranging catering and speaker activities.
    • Coordinate HTDC personnel activities, including initiating personnel action requests on behalf of the Director and Board of Directors.
    • Coordinate completion of annual performance appraisal reviews of staff and annual performance evaluation of the Director.
    • Assist the Director and program managers with non-routine personnel actions.
  6. Perform Other Duties as Assigned