Executive Assistant to SVP CFO - Finance, IT, Admin

HCF’s Collaboration Philosophy

At the Hawai’i Community Foundation (HCF), we believe that an organization’s team as a “whole is greater than the sum of its parts (Aristotle). To us, this means that we are committed to be a collaborative ‘ohana (family) that lives and actionizes our mission, respects and cares for each other, and innovates and learns together. We understand that we must rely upon all our individual strengths as we partner to provide excellent value and achieve effective results for our generous donors, community partners, and all of Hawai’i’s people.

Position Summary

Like all HCF team members and volunteers, the Executive Assistant (EA) exudes the heart and passion for HCF’s mission: to inspire the spirit of giving and invest in people and solutions to benefit our community. The Executive Assistant is an exempt position providing professional and confidential high-level administrative support to the Sr. Vice President (SVP) - Chief Financial Officer (CFO). The EA is the “go to” person providing support, coordination and administrative oversight for FIAT by planning, coordinating, and managing administrative, logistical, and communication needs for key projects and departmental priorities. In support of HCF’s mission, the EA maintains excellent relationships with the Executive Leadership Team (ELT), co-workers, nonprofit leaders and vendors.

Essential Position Responsibilities

Key responsibilities fall within primary areas of focus and are as follows:

Administrative Support to the SVP –Chief Financial Officer

• Establishes and maintains excellent communications and relationships with the President & CEO, Executive Vice President- Chief Operating Officer (EVP-COO), Board of Governors (BOG), ELT, all colleagues, and all external partners to ensure good teamwork and collaboration in working toward achieving HCF’s strategic goals.
• Proactive identification of issues that could impact the successful execution of the SVP’s and/or the Department’s commitments requiring the EA to understand the full scope of the Department’s work, how it integrates with the mission of the Foundation, and how that work may be impacted by outside trends and influences.
• Handles confidential matters of the SVP-CFO exercising sound and independent judgment in a professional manner.
• Engages in frequent interaction with other members of HCF’s senior management to coordinate and conduct various activities.
• Oversees and ensures follow-through and tracking of operational goals and work unit projects for the SVP.
• Responsible for the development and coordination of FIAT’s annual budgets and supports the execution of those budgets.
• Responsible for the SVP’s calendar, including coordinating travel and preparation, maintenance, and follow-up of briefing materials, scheduling appointments and assisting with the development of agendas and programs for various meetings and other events as needed.
• Supports SVP’s use of data systems, including entering meeting notes and pulling reports, as needed.

Administrative Support to the Board of Governors Finance and Investment Subcommittee

• Serves as the lead EA Support for the SVP-CFO in the development of 1) Finance and 2) Investment subcommittee meetings.
• Coordinates all Finance and Investment Subcommittee meetings-preparation of all related materials and communication including queries as requested, logistics, minutes, and document archives. Works with the other executive assistants and ensures quality control of material submissions. Produces and disseminates dockets and completes minutes in a timely fashion.
• Implements operating guidelines and practices for Finance and Investment Subcommittee meetings, meeting prep and management, and meeting follow-up; building board relations and communication; and serving as the administrative liaison for Finance and Investment Subcommittee meetings.
• Develop a high-level understanding of organizational bylaws and governance policies.
• Responds appropriately and timely to all inquiries from board members.
• Delivers excellent service to all Finance and Investment Subcommittee board members.

Administrative Services

• Partner with Guest Services to ensure coverage of Welcome Experience and facilitation of requests and coordination of building maintenance and parking services.
• Liaison to the C. Brewer Building Property Manager on all matters pertaining to the maintenance and repair of the physical building and immediate, exterior areas, including all electrical, plumbing and HVAC systems.
• Oversees needs of HCF’s Oahu Office facility (C. Brewer Building) and operations including common work areas, security, office protocols and procedures.
• Serves as additional security oversight and point of contact alongside SVP-CFO.
• Identifies and recommends vendors providing office support supplies and services.

Administrative Support to FIAT

• Provides administrative support to the FIAT department to include travel, coordination of meetings, preparation of meeting agendas, materials for meetings and post-meeting minutes.
• Works on special projects as assigned, including conducting research and making proactive recommendations of projects as needed.
• Fields phone calls and emails from staff, vendors, nonprofit leaders, and respond to general inquiries.
• Maintains files, reports, and other information/data as required.
• Maintains department policies and procedures, confirming information is properly updated and distributed.
• Monitors department timesheets.
• Performs administrative tasks including processing reimbursements, drafting correspondence, filing, printing, and maintaining the overall FIAT department calendar.

Supervisory Responsibilities

• None; subject to change per needs of the Foundation

Strengthen the FIAT Team

• Motivate top performance and accountability through shared, and clear communication of goals and objectives and a collaborative leadership style within the team.
• Supports and develops processes and systems for the department to ensure timeliness of deliverables on projects and tasks.
• Assist in coordinating logistics for internal and external meetings and events.
• Work with project manager(s) to track project timelines, deliverables, and budgets to ensure deadlines are met and on schedule.
• Prepare client-facing materials including presentations, proposals, and performance reports.

Collaboratively Drive the Success of HCF

• Serves as a thought partner in supporting other executive assistants in increasing efficiencies, communication, and solving issues, and an example of a consummate executive administrative professional
• Deliver a collaborative team style internally with FIAT colleagues to achieve greater results
• Serve as collaborative partner with all internal departments to ensure comprehensive relationship management strategies are utilized.

Other Responsibilities

• Serve as a knowledgeable and collaborative representative of HCF in the community
• Perform other tasks as assigned.

Position Requirements

HCF believes in ensuring that our team members are capable of thriving in their positions. Accordingly, the Executive Assistant must possess the following knowledge, skills, abilities, experience, and education:

• Bachelor’s degree preferred or five (5) years of experience supporting at an executive or managerial level required.
• High level of proficiency in Microsoft Outlook, Microsoft Word, Excel, Internet research, PowerPoint and databases.
• High level of discretion in working with sensitive or confidential information related to client and donor information, relationships, and funds.
• Excellent research, analytical, writing, proofing, presentation and organizational skills: with attention to detail and the capacity to work under deadline pressures and handle a variety and multiple assignments efficiently with accuracy and timeliness.
• Possess strong problem-solving skills and can work well with all types of people, manage efforts of peers, logistics and make recommendations to produce tangible results.
• Exhibits strong leadership and work ethic skills.
• Accounting or bookkeeping experience a plus.
• Demonstrated passion for the betterment of Hawai‘i and its people.
• Knowledge, sensitivity, and understanding of the history and complexities of Hawai‘i’s multicultural community.
• Capable of thriving in a highly collaborative and flexible organization with an appreciation and respect for colleagues of diverse backgrounds and perspectives and an enthusiasm to continually shift and evolve to meet the needs of the community, clients, and donors
• Exceptional customer service oriented interpersonal skills including the ability to communicate effectively (verbal and written) with varied constituents including government officials, business and nonprofit leaders, and donors
• Demonstrated experience achieving goals independently and through others.
• Ability to represent HCF in a poised and professional manner.
• Exhibits a commitment to provide the highest quality in service that meets or exceeds the needs of our clients.

Work Environment, Physical, and Mental Demands

• Works under regular office conditions with the ability to work remotely.
• General office hours are Monday through Friday, 8:00 am to 5:00 pm, with flexible hours as needed per needs of the business.
• Required to travel as needed.
• Ability to operate general office equipment including computer, copier, printers, etc.
• Ability to lift, carry, push, pull, up to 25 lbs. of general office material or equipment.

This provides a general description of the common duties performed by a person in this position. It does not include every possible duty an individual in this position may be asked to perform and is not all-encompassing. Positions also may require “other duties as assigned” and such assignments are considered part of this position’s assignment. This job description is provided as a general summary and does not constitute a contract for employment and does not in any way alter Hawai`i Community Foundation’s employment “at-will” relationship with any employee in this position.