Executive Assistant – Logistics

Position Summary:

Under the supervision of the Director of Operations, the Executive Assistant – Organizational Logistics provides executive-level administrative support while leading coordination of organizational logistics, including scheduling, events, meetings, and operational planning. The role supports cross-functional collaboration with multiple internal teams, improves administrative workflows, and assists with complex projects and initiatives. This position requires exceptional organizational and interpersonal skills and the ability to manage multiple priorities in a dynamic environment, contributing to efficient operations and mission-aligned outcomes.

Essential Duties & Responsibilities:

• Support the Director of Operations and the Executive Team by providing administrative assistance.
• Assist in all aspects of event planning for activities, conferences, meetings, community events, media events, advocacy, staff training etc. This may include but not be limited to planning, coordinating logistics, liaising with vendors, managing guest lists/volunteers and supplies, and ensuring seamless execution. Provide support to executive leadership by taking notes, organizing in person meetings, tracking expenses incurred and attendance tracking.
• Provide support to all NPP office locations for repairs, maintenance, and coordination. Manage improvement projects and vendor communications when required.
• Handle various general and specific office tasks, including generating reports and presentations, scheduling events, training, and meetings, tracking office inventory and ordering supplies, and providing exceptional customer service and phone skills with internal and external interactions.
• Handle general and specific clerical tasks such as copying and scanning documents, creating/editing forms and documents, mailing, filing, etc.
• Troubleshoot office phones, printers and computers, resolving technical issues promptly and coordinating IT support when necessary.
• Contribute to the management of mail and package deliveries and distribution to the corresponding office.
  
• Other duties as assigned.

Supervisory Responsibilities:
The Executive Assistant’s role primarily focuses on providing support to high-level executives. While they may occasionally undertake supervisory duties if assigned explicitly by the executive team member, their primary responsibilities center around administrative and organizational support and operational efficiency.

Qualifications:

To perform this job successfully, the Executive Assistant must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Computer Skills:

To perform this job successfully, an individual should have knowledge of and competency in using Microsoft Office Suite, specifically MS Word, Excel, and Google Calendar. The Executive Assistant should be familiar with web-based tools such as Google Docs, Sheets, Drive, Forms, Dropbox, and other similar platforms and applications—additionally, the ability to quickly grasp and troubleshoot technology-related problems.

Education/Experience:

• Associate Degree or higher preferred
• High School Diploma and 3 years of experience as an Executive Assistant or equivalent

Other Requirements:

• Valid Hawaii driver license and no-fault car insurance
• Resident of Puna/East Hawaii Community area preferred
• Criminal Record and/or DHS-CWS background check
• Maintain general cleanliness of workspace

Unconditional Welcoming:

NPP Staff will strive to approach everyone with unconditional welcoming. We encounter each person as unique, recognizing that they have intrinsic value and are worthy of our respect. We understand that each person is walking their unique journey. We understand that their actions of body, speech, and mind — no matter how distressing — are shaped by their past experiences, causes, and conditions that we may never know. We believe that no one is so broken that they cannot heal, even if we cannot see a path of healing. Therefore, NPP Staff will strive to treat everyone with respect, love, and compassion no matter their race, sex, gender identification, gender expression, sexual orientation, national origin, native language, religion, age, disability, marital status, citizenship, genetic information, pregnancy, etc. Our job is simply to accept all as unconditionally as possible.

Physical Demands:

• Climb and/or walk up and down stairs and/or walkways
• Sit for periods of up to 30 minutes at a time
• Walk and/or stand for up to 30 minutes at a time
• Lift, carry, pull, and/or push items up to 30 pounds at a time for short distances. Such motion may include reasonable bending, stooping, reaching, and twisting

Work Environment:

While it is rare, it is essential to note that the employee may be exposed to fumes or airborne particles and extreme heat in rare circumstances. Additionally, there may be vocational exposure to wet and/or humid conditions and outside weather conditions. However, the typical work environment for this job maintains a moderate noise level.

While it is uncommon, because of the work that Neighborhood Place of Puna does, the Executive Assistant may hear from staff that has witnessed or engaged in the following: violence or threats of violence; profane, racist, and/or sexist language; bodily fluids; conflict; interactions with First Responders; alcohol and other street drugs; cigarette smoke; death of service participant, nudity of service participant, people involved with sex work; people involved in the drug trade; persons used against their consent, will or knowledge; people in conflict with the law; and/or other situations that may be unsettling. The Executive Assistant’s role does not include providing direct service, and direct encounters with clients in our programs will be limited. Your supervisor will provide appropriate direction and support if you encounter the above.