Executive Assistant

Job Summary: The Executive Assistant will support the General Manager performing administrative and communication functions on behalf of the GM, such as screening and responding to calls and correspondence, creating reports, receiving visitors, arranging meetings/conference calls, and managing the GM’s calendar.

Essential Functions: ADMINISTRATIVE:Performs complex and confidential administrative responsibilities.Special projects as assigned by General ManagerScreens incoming correspondence, calls and responds independently. Prepares and edits outgoing correspondence to include email messages, memos, etc.Supports various company departments as needed

CALENDAR AND MEETING MANAGEMENT:Using sound judgment and knowledge of the business priorities, manages the GM’s Microsoft Outlook calendar (for both internal and external meetings) to ensure relevant meetings are scheduled in a timely manner per those priorities.Schedules, coordinates and manages calendar on GM’s behalf. Meeting Agendas – Prepares in advance for GM meetings.Confirms locations, attendees and time for internal and external meetings; Handles special requests for clients.

REPORTS:Develops, compiles, analyzes and organizes documentation, and reports (this may also include surveys, awards and other items) for review and approval by General Manager.

EXPENSE REPORTSPrepares and tracks monthly expense reports.

EVENTSUpon request, attends events to facilitate relationship-building and provides support to senior leadership including welcoming distinguished guests and facilitating a hospitable environment.

OTHERInteracts with the senior level management team, clients, community and divisional staff as needed to achieve work priorities or to communicate on behalf of the GM.

Required Qualifications:A minimum education level of: High School Diploma or its equivalency A minimum of 5 years of related work experience.Strong proficiency with Microsoft Office.Must be able to handle confidential and sensitive information with a high level of discretion.Must have flexibility to work late hours, early mornings and/or weekends as needed.Strong independent thinking and problem-solving skills; command of reasoned, measured decision-making based upon analyzing the pros and cons of each potential decision to be made.Strong ability to manage one’s own time, prioritize tasks when given clearly defined goals and objectives, be self-directed, highly organized, and able to work independently.Ability to demonstrate uncompromised judgment and discretion regarding interpersonal relationships.Strong sense of self-awareness and emotional intelligence.Truly outstanding customer service and interpersonal communication skills.Must be a flexible and reliable team player, both within own department and within company as a wholeStrong communication skills; comfortable using a variety of communication modes (verbal, non-verbal and written) and being attuned to others through strong active listening skills.Must be able to identify problems, their sources, and potential solutions while successfully conducting daily operations without interruption.Must have the ability to work harmoniously in a team setting exhibiting the “Aloha Spirit” to fellow workers, guests, clients and the community so as to provide exceptional customer service while demonstrating behaviors that reflect the Hawai‘i Convention Center’s vision, mission statement and values.

Hourly rate is dependent upon experience and ranges from $30 to $36 per hour