Executive Assistant to the CEO

**NOTE: THIS IS NOT A COMPLETELY REMOTE POSITION. FREQUENT TRAVEL IS REQUIRED**

Executive Assistant

Position Description

Reports to the Chief Executive Officer

Overview

Over the last 20 years, Hawaii Community Lending (HCL) has established itself as a highly respected native community development financial institution certified by the US Department of the Treasury. 

Our mission is to increase access to credit and capital for Native Hawaiians and other underserved populations in the State of Hawaii. Our philosophy – kahua waiwai (foundation of wealth) – espouses a sense of place in which it is viewed that every family needs a home, or stable foundation (kahua), in order to share their culture, traditions, spiritual teachings, social networks, connection to the land, and financial resources (waiwai). Foundations, if built properly, will serve and empower our families and communities for generations to come. 

We are rooted by a vision that all Native Hawaiians will own a home and reconnect to ʻāina for spirituality, food security, economic self-sufficiency, and healing of generational trauma from the systematic separation of our people from our ancestral lands. When we realize this vision together, our ʻohana will anchor a 21st century Hawaiian economy centered on Hawaiian values, equity, and collective well-being throughout diverse and inclusive communities. 

HCL administers two primary funds – the Hawaii Emergency Loan Program and the Hawaii Affordable Housing Fund. HCL originates, processes, underwrites, closes, and services all loans as well as provides mortgage brokering and packaging services to its borrowers. HCA provides development services to all HCL borrowers including financial education, credit counseling, and homebuyer education and pre-purchase counseling. Together, HCL and our partner nonprofit, Hawaiian Community Assets, provide community members with both financial education and the opportunity to act, also known as financial capability. The organizations’ accomplishments have been recognized by Brandeis University as “Empowerment Economics”, a national best practice for native communities and communities of color. 

Since its inception in 2002, the organization has served more than 3,000 Hawaii households with grants, loans, and mortgage brokering and packaging services, assisting underserved low- and moderate-income communities access more than $180 million for affordable housing and community development. 

Responsibilities

The Executive Assistant serves as the primary administrative and coordination partner to the Chief Executive Officer, supporting executive workflow management, Board governance coordination, external leadership engagement, and organizational logistics. This role ensures the CEO’s schedule, communications, and administrative responsibilities are managed efficiently so executive leadership can focus on strategic priorities, organizational oversight, community leadership responsibilities, and partnerships.

This position also supports organizational logistics such as staff travel coordination, professional development registrations, Board meeting logistics, and leadership meeting coordination.

Executive Workflow & Calendar Management

• Manage the Chief Executive Officer’s calendar, including scheduling meetings, coordinating appointments, and maintaining visibility of executive priorities and commitments.
• Anticipate scheduling conflicts, shifting priorities, and time sensitive matters, proactively coordinating adjustments to ensure efficient use of executive time.
• Coordinate preparation of agendas, background materials, and documentation for meetings involving the Chief Executive Officer, including Board meetings, funder meetings, and external leadership engagements.
• Maintain organized records of executive meetings, materials, and administrative documentation.
• Track follow-up items and action steps resulting from meetings involving the Chief Executive Officer and assist with coordinating timely follow-through.
• Assist the Chief Executive Officer in organizing correspondence, executive documentation, and administrative records.
• Ensure executive scheduling and workflow coordination align with organizational priorities and Board governance responsibilities and external leadership commitments, adjusting schedules and coordination as needed to respond to time-sensitive executive matters.

Executive Communications & Information Management

• Assist with drafting, formatting, and organizing executive communications, reports, and presentations as directed by the Chief Executive Officer.
• Prepare briefing materials and background documentation in advance of meetings, presentations, and leadership discussions.
• Maintain organized records of executive documents, correspondence, and reference materials.
• Assist with organizing internal communications and documentation that support executive leadership coordination as well as communications related to Board engagement, funders, partners, and community leadership interactions.
• Maintain professional discretion when handling confidential communications, Board matters, leadership discussions, and sensitive organizational information.

Board Governance & Executive Leadership Coordination

• Coordinate scheduling and logistical preparation for Board of Directors meetings and executive leadership meetings involving the Chief Executive Officer.
• Assist with organizing agendas, documentation, and supporting materials for Board meetings, executive leadership meetings, and strategic discussions involving the CEO.
• Support preparation and organization of Board packets, Board communications, and governance documentation as directed by the Chief Executive Officer.
• Maintain organized records of Board meeting materials, governance documentation, leadership meeting agendas, and related administrative records.
• Assist with tracking administrative follow-up tasks associated with Board meetings, executive leadership discussions, and CEO-led initiatives.

Travel, Training & Organizational Logistics

• Coordinate staff travel logistics including flight arrangements, lodging reservations, and travel itineraries, including travel associated with the CEO’s external meetings, conferences, and community engagements.
• Manage registrations for staff trainings, conferences, professional development programs, and related events.
• Maintain administrative records related to organizational travel and training participation.
• Assist with coordinating CEO participation in conferences, partner meetings, government briefings, and external engagements when applicable.
• Support logistical coordination for organizational meetings, retreats, and leadership gatherings.
• Communicate travel arrangements, scheduling details, and logistical information clearly with staff and leadership.

Organizational Coordination & Administrative Support

• Support internal coordination related to organizational meetings, leadership communications, and administrative activities.
• Assist with administrative coordination for organizational initiatives involving the Chief Executive Officer, including strategic initiatives, Board-related activities, and executive leadership coordination.
• Maintain organized records of administrative documents and internal communications.
• Assist leadership with coordination of scheduling and administrative logistics related to organizational activities.
• Escalate scheduling conflicts, logistical concerns, or administrative issues to the Chief Executive Officer or other appropriate leadership as necessary, ensuring time sensitive executive matters are addressed promptly.

Compliance and Administrative Integrity

• Follow organizational policies and procedures in all administrative and coordination activities.
• Maintain organized records that support organizational accountability and administrative integrity.
• Safeguard confidential information related to executive communications, Board governance matters, staff matters, and organizational operations.
• Escalate administrative concerns, documentation issues, or logistical conflicts to the Chief Executive Officer or other appropriate leadership as necessary.

Team Collaboration & Organizational Support

• Collaborate with staff across departments to coordinate travel logistics, leadership meetings, and administrative communications.
• Support organizational initiatives by assisting with executive coordination and administrative logistics.
• Maintain clear communication with leadership to ensure executive support activities align with organizational priorities and that executive coordination needs are addressed in a timely and responsive manner.
• Provide administrative assistance during Board meetings, leadership meetings, and key organizational events when required.

Organizational Awareness and Representation

• Maintain awareness of HCL’s mission, programs, and operational priorities to ensure work supports organizational objectives.
• Represent HCL professionally in interactions with clients, partners, community members, and stakeholders.
• Demonstrate cultural awareness and respect consistent with HCL’s commitment to Native Hawaiian communities and underserved populations.
• Support community education, outreach, or organizational initiatives when appropriate to the role.

Organizational Values and Operating Alignment

• Perform all duties in alignment with HCL’s mission, vision, values, and operating framework — including Nā Piko ʻEkolu, PEHEAA standards, and the Continuous Improvement Process — to support ethical conduct, operational discipline, and long-term organizational sustainability.
• Demonstrate professional judgment and conduct consistent with HCL’s standards in all interactions, documentation, and decision-making.
• Participate in required organizational trainings related to HCL’s values, operating framework, compliance standards, and professional development.

Performs other duties as assigned by supervisory or senior leadership.

Qualifications

Core Requirements

• Alignment with HCL’s mission and vision, Nā Piko ʻEkolu accountability framework, PEHEAA standards of conduct, and Continuous Improvement Process.
• Commitment to ethical conduct, confidentiality, and professional integrity.
• Knowledge and understanding of Hawaiian culture and community-based service environments.
• Strong communication and interpersonal skills.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities while maintaining attention to detail and administrative discipline.
• Proficiency with Microsoft Office and virtual collaboration platforms (e.g., Zoom, Microsoft Teams).
• Reliable high-speed internet connection capable of supporting secure system access and video conferencing (minimum recommended 25 Mbps download / 5 Mbps upload).
• Willingness to work evenings or weekends as required to support organizational meetings, events, or community activities.
• Ability and willingness to travel, including inter-island travel, for organizational meetings, trainings, conferences, and community engagements as required.

Minimum Employment Requirements

• Must be at least 18 years of age.
• Must possess a High School Diploma or GED.
• Must be legally authorized to work in the United States.
• Must be able to successfully pass a criminal background check in accordance with federal and state regulations and organizational policy.

Position Requirements

• Minimum three (3) years of experience providing executive administrative support or office administration within a professional environment.
• Experience managing executive calendars, scheduling meetings, and coordinating travel logistics.
• Experience coordinating conferences, trainings, or professional development registrations.
• Experience supporting executive leadership or senior management administrative functions.
• Strong organizational discipline and attention to detail.
• Ability to manage confidential information with professionalism and discretion.

Preferred Qualifications

• Experience within a nonprofit organization, lending institution, housing organization, or mission-driven organization.
• Familiarity with Hawaiian Home Lands and Department of Hawaiian Home Lands processes.
• Experience supporting executive leadership within a growing organization.
• Experience working in culturally grounded or community-centered service environments.

Compensation and Benefits

• This is a salaried, non-exempt position starting at $65,000 annually, commensurate with experience.
• Paid Time Off eligibility after 6 months of employment.
• Healthcare coverage (medical, dental, vision).
• Group Life Insurance.
• 401(k) plan with employer match after 12 months of employment.
• Professional development and training opportunities in Hawaiʻi and the continental United States.

Disclaimer

This job description is intended to provide a general overview of the position. It does not include all duties and responsibilities and may be modified at the discretion of the organization. This document is for informational purposes only and does not constitute an employment contract.

Pay: From $65,000.00 per year

Benefits:

• 401(k)
• Employee discount
• Paid time off
• Professional development assistance

Application Question(s):

• Do you currently in the state of Hawaii?

Willingness to travel:

• 75% (Preferred)

Work Location: Remote