Executive Assistant to the CEO

3 weeks ago

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

About the University of Hawai’i Foundation:

The University of Hawaiʻi Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary:

The Executive Assistant to the CEO will provide support to the Chief Executive Officer (CEO) of the Foundation. This position must represent the Foundation and the Office of the CEO in a positive manner internally, to the university, and externally, to the community. The Executive Assistant provides administrative support, preparing him/her and anticipating, documenting, and organizing the various activities and needs of the CEO.

Duties & Responsibilities:

  • Anticipate the needs of the CEO.
  • Assist with board relations with the Foundation’s Board of Trustees.
  • Maintain the CEO’s calendar and coordinate related activities.
  • Assist the CEO by preparing him/her for meetings and other activities as well as anticipating, documenting, and organizing the follow-up requirements at the end of these activities.
  • Ensure the CEO is prepared and has appropriate materials for meetings. Prepare materials as required.
  • Answer and respond to phone calls and emails.
  • Make travel arrangements for the CEO as needed.
  • Process expense reimbursements and manage a corporate credit card.
  • Maintain files.
  • Draft and edit correspondence.
  • Initiate, coordinate and follow up on administrative and support activities related to the Office of the CEO.
  • Perform a wide variety of special projects work.
  • Regularly deal with diverse matters requiring extensive knowledge of the Foundation’s policies, procedures and organizational structure.
  • Have access to and regularly work with information of a sensitive, highly confidential and strategic nature.
  • Gather and compile information and data from various sources for discussions and meetings.
  • Organize and facilitate meetings and special events related to fundraising, campaign plans, donor relations, institutional effectiveness, and strategic planning. This includes scheduling and coordinating dates and times, venues, attendance, agenda, and facilities, taking meeting minutes, and providing administrative support and follow-up on matters arising from meetings.
  • Conduct all duties related to assisting the CEO and work with the CEO and CFO to plan the meetings and agenda.
  • Work with other administrative personnel, provide back-up administrative and telephone support for the smooth functioning of Foundation administrative offices.
  • Provide staff and office support, which includes screening and handling telephone and electronic communications, greeting and directing visitors, ability to be flexible and display professionalism and calmness in dealing with administrative issues and inquiries as they arise.
  • Operate with wide latitude for independent judgment and initiative.
  • Perform other related work duties as required.

Job Qualifications:

  • Strong writing skills. Ability to write/draft concise summaries based on conversations with the CEO.
  • Strong verbal skills. Ability to speak comfortably with all levels of the organization. Ability to communicate directions and needs clearly.
  • Ability to identify specific and concrete action items for execution from abstract and conceptual subject matter.
  • Ability to act and make progress with minimal direction.
  • Excellent organizational skills.
  • Highly efficient and strong time management skills to plan, manage, and coordinate activities.
  • Self-motivated and able to respond to high-pressure situations.
  • A positive attitude and excellent public relations skills.
  • Ability to work with information of a sensitive, highly confidential, strategic and critical nature.
  • Ability to work flexible hours.
  • Broad-based knowledge and skills related to advancement and fundraising in higher education a plus.
  • Experience working with volunteers and planning special events a plus.
  • Must be familiar with Microsoft Office and proficient in Word and Excel. Experience in Microsoft Outlook and PowerPoint a plus.
  • Ability to type 60 wpm.
  • Ability to take meeting minutes and prepare for board review.
  • Minimum of five years’ experience with increasing responsibility in a corporate, educational or non-profit organization environment preferred.

Essential Functions:

  • Ability to sit at a desk and use a computer for extended periods of time.
  • Occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs.
  • Ability to operate general office equipment such as computer, printer, photocopier, scanner, phone system, etc.
  • Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
  • Visual acuity to read printed and electronic documents and computer screens.
  • Ability to communicate verbally and in writing so others will understand.
  • Hearing and speaking abilities for in-person, phone, and video conversations.

Benefits:

UHF voluntarily pays 100% of the following –

  • 10% 403(b) contributions after 7 months of employment – this is automatic and NOT dependent on the employee making any contributions
  • Term life insurance
  • AD&D insurance
  • Short term disability insurance
  • Long term disability insurance
  • Tuition reimbursement after 1 year of employment
  • Employee assistance program
  • Generous PTO and paid holidays

UHF voluntarily provides the following in which the company and employees share the cost –

  • Health, Prescription, Dental, and Vision Insurance
  • Commuter benefits (parking, bus pass reimbursement)
  • Free parking after 5 years of service

Other benefits available for employees to purchase –

  • Medical Flexible Spending Account
  • Dependent Care Flexible Spending Account
  • Insurance coverages for spouse and/or children
  • Critical care insurance
  • Legal insurance
  • Pet insurance

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