blog image

Administrative Assistant

February 07, 20243 min read

Click here for the PDF file


Job Title:

Administrative Assistant

Classification: 

FLSA Exempt

Annual Salary: 

$18,000 - $22,000

Negotiable depending on experience

Reports to: 

Project Manager



Organization Overview:

Hui Mauli Ola is a 501(c)(3) non-profit organization dedicated to preserving and promoting traditional Hawaiian healing practices. We are committed to fostering a deeper understanding and appreciation of these ancient arts, ensuring they continue to thrive and benefit future generations.

Summary/Objective:

The Administrative Assistant provides crucial clerical and administrative support across various projects. This role involves processing payments, purchasing supplies, managing office records, and assisting the Executive Director in financial management. The Administrative Assistant will be instrumental in ensuring efficient operations, maintaining budget compliance, and supporting administrative tasks such as scheduling and coordinating meetings.


Duties and Responsibilities:

  • Clerical support for projects, including processing payments and purchasing supplies.

  • Managing and organizing office records, including filing and travel arrangements.

  • Assisting the Executive Director with financial management tasks, such as monitoring the budget, filing tax forms, and maintaining vendor information.

  • Scheduling appointments, coordinating meetings, and organizing reports.

  • Supporting data tracking and reporting for project activities and events.

  • Ensuring the security, integrity, and confidentiality of sensitive information.

  • Purchasing supplies and equipment as needed, ensuring budget compliance.

  • Filing and organizing purchase receipts, invoices, and expense documents.

  • Managing project staff calendars and event schedules.

  • Coordinating logistics for meetings and events, including travel arrangements.

  • Building and maintaining relationships with vendors, practitioners, and service providers.

  • Managing and participating in special organizational projects, including grant-related tasks.

Competencies:

  • 3+ years of experience with Microsoft Office, Google Suite, and Canva.

  • Prior experience in an administrative or clerical role, preferably in a staffing agency or similar environment.

  • Dependable, proactive, with a high work ethic and ability to multitask in a fast-paced environment.

  • Strong time management, organizational, and communication skills.

  • Proficient in cost analysis and smart purchasing decisions.

  • Knowledge of Hawaiian culture and language is preferred.

Position Type and Expected Hours of Work:

  • Part-time with potential to be full-time dependent on funds to include increase of responsibilities.

Minimum Qualifications:

  • Two years of experience in office assistance or general administrative support.

  • Knowledge of office management procedures and computer literacy.

  • Proficient in written and verbal communication.

Preferred Qualifications:

  • Active involvement in Hawaiian Healing or cultural practices.

  • Proficiency in Hawaiian language and knowledge of Native Hawaiian cultural practices.

Reports to: 

Executive Director

Interpersonal Characteristics:

  • Demonstrate cultural sensitivity, ability to build  positive relationships, encourage collaboration, ability to facilitate conflicts constructively, maintains composure, and is open to feedback.

  • Excels in organizing, prioritizing, disseminating information, and conducting follow-ups for timely completion.

  • Ability to effectively, seek  appropriate resources when needed to assist in problem resolution  

  • Demonstrates a commitment to continuous learning and improvement.

Essential Physical Requirements:

  • Capable of performing light physical work and lifting up to 35 pounds.

  • Good health

Physical Demands and Travel Requirements:

  • Involvement in workshop setup and breakdown, and regular travel within Oʻahu for meetings and events.

Licenses or Certifications Required:

  • Valid driver’s license, privately-owned vehicle with valid insurance. First Aid and CPR/AED certification preferred.

Benefits:

In addition, staff will enjoy the following benefits as an Hui Mauli Ola employee:

  • Medical and dental benefits

  • Paid holidays, vacation days, and sick days

  • All Contingent on a 3 month probationary period


Application Process:

Qualified applicants are encouraged to send a letter of interest with a current resume, and the names and contact information (email addresses and direct phone numbers) of 3 professional references and salary requirements.

 Send their resume and salary requirements to:

Hui Mauli Ola

P.O Box 235344

Honolulu, HI 96823

Attn: Kainoa Keanaaina, Ka Pounui (Executive Director)

Or via email: pounui@huimauliola.org

Continuous Recruitment Until Needs Are Met

An Equal Opportunity Employer

Click here for the PDF file

Back to Blog

Office: PO Box 235344, Honolulu HI 96823

Call 808-229-6452

Email:info@huimauliola.org

Site: www.huimauliola.org

COPYRIGHT 2024 Hui Mauli Ola 501(c)(3) organization. ALL RIGHTS RESERVED