Executive Assistant to the CEO -- Pearl Harbor Aviation Museum (Hawaii)

Position Title: Executive Assistant (EA) to the CEO

Reports to: Chief Executive Officer (CEO)
Location: Ford Island, HI
FLSA Status: Exempt/ Full-time

ABOUT PEARL HARBOR AVIATION MUSEUM

At Pearl Harbor Aviation Museum, we have the honor of stewarding America’s first aviation battlefield of World War II, sharing the artifacts, personal stories, and impact and response to the December 7, 1941 attack and the Pacific region battles that followed. We honor those who defend our freedom so we might educate and inspire future generations. Beyond our reputation as TripAdvisor’s “Hawaii’s #1 Historical Spot Worth Traveling For,” Pearl Harbor Aviation Museum aims to be a community and educational resource for our local schools and families. Our culture is built on collaboration, trust, mutual respect, hard work and a passion for history, museums and airplanes. We embrace change and the opportunity it brings, and are committed to continuing to grow our world class staff.

Position Summary

The Executive Assistant (EA) to the Chief Executive Officer (CEO) provides executive-level administrative, operational, and strategic support to the CEO of Pearl Harbor Aviation Museum, a nationally recognized institution located on historic Ford Island. The EA serves as a vital link between the CEO, the Board of Directors, Navy representatives, donors, other key stakeholders, and museum staff.

This position requires exceptional organization, communication, discretion and the use of high-level judgment and initiative to determine the approach or action for non-routine situations. Adherence to absolute confidentiality is imperative. The EA is responsible for driving continuous improvement in internal processes and leveraging technology and automation to enhance operational efficiency. In collaboration with the CEO, the leadership team and Finance team, the EA assists with the development, tracking, and management of budgets and expenses, including those related to executive and Board activities.

Key Responsibilities

• Manage the CEO’s calendar, meetings, correspondence, and travel logistics.
• Prepare, review, and organize correspondence, reports, presentations, and confidential materials.
• Anticipate CEO needs and ensure effective prioritization of time and resources.
• Coordinate communication among executive leadership, Board members, Navy representatives, and key stakeholders.
• Coordinate logistics for all Board of Directors and Board Committee meetings, including scheduling, preparing materials, presentations, and minutes.
• Manage and maintain the Board communications, records, documentation and organized records, and compliance documentation.
• Serve as primary administrative liaison between the CEO and Board members.
• Identify, recommend, and implement improvements to administrative systems, workflows, and documentation processes.
• Maximize the use of technology (Microsoft365, Office products, AI other software platforms) to automate routine tasks and enhance collaboration.
• Support the CEO in tracking all contracts, budgets, Board activities, and logistical coordination for the executive office and board.
• Monitor, reconcile and streamline expenses, process invoices, and ensure accurate reporting.
• Track and support strategic initiatives to ensure key milestones and deliverables are met.
• Assist in planning and coordinating executive-level events, VIP visits, and museum functions in conjunction with museum staff.
• Uphold confidentiality and professional integrity in all communications and documentation.
• Demonstrate excellent customer service skills by ensuring staff and vendor relations are conducted with a pleasant and friendly attitude and respond in a timely manner.
• Coordinate with museum directors, specifically Development staff, to ensure donor communications are smooth and routine with daily/weekly/monthly action items for CEO.
• Other duties as assigned.

Qualifications:

Education & Experience:

• Bachelor’s degree in Business Administration or related field preferred
• Minimum of 5–7 years of experience providing executive-level administrative support, preferably in a museum, nonprofit, military-affiliated, or cultural organization.
• Demonstrated success in Board coordination, minute-taking, and event management.
• Experience managing budgets, expenses, and financial tracking with examples.
• Proven record of implementing process and technology improvements in a professional office environment.

Skills & Competencies:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and AI collaboration platforms.
• Strong organization, analytical, and project management skills.
• Excellent written, verbal, and interpersonal communication abilities.
• Ability to handle sensitive information with confidentiality and diplomacy.
• Strong initiative, professionalism, and mission alignment with Pearl Harbor Aviation Museum.
• Able to effectively work in a fast-paced and changing environment, manage multiple projects and priorities

Work Environment

• Located at the Pearl Harbor Aviation Museum, Ford Island, Oahu.
• Occasional evening or weekend hours for Board meetings or events.
• Limited travel may be required.

Compensation & Benefits

• Competitive salary range between $65,000 - $80,000, commensurate with qualifications and experience.
• Comprehensive benefits including health, dental, vision, 401(k) plan, and paid time off.

How to Apply

Submit a cover letter and resume along with salary expectations to hr@pearlharboraviationmuseum.org.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Location:

• Honolulu, HI 96818 (Required)

Work Location: In person