HBL Administrative Assistant

HBL Administrative Assistant

Organization: Hawai‘i Bicycling League (HBL)

Location: Honolulu, Hawai‘i (in-office position)

Hours: Part-time, up to 20 hours per week

Reports to: Executive Director

About Hawai‘i Bicycling League

Hawai‘i Bicycling League (HBL) is a 501(c)(3) nonprofit organization with a mission to enable more people to bike and walk through advocacy, education, and events. Founded in 1975, HBL works to make Hawai‘i a bicycle and pedestrian friendly community by advancing safe, accessible, and sustainable transportation options for all. HBL administers BikeEd Hawai‘i, a youth focused bicycle education program which has taught bicycle safety at elementary schools across O‘ahu since 1989.

Position Summary

The Part-Time Administrative Assistant plays a key role in supporting HBL’s daily operations and programs, with a particular focus on administrative coordination for our City-funded youth bicycle education program, BikeEd Hawai‘i.

This position supports office systems, program logistics, financial documentation, and grant reporting. The ideal candidate is highly organized, detail-oriented, and comfortable managing recurring administrative processes while also adapting to evolving organizational needs.

Key Responsibilities

BikeEd Hawai‘i Program Support

Provide administrative support for HBL’s City-funded youth bicycle education program, including:

• Assisting with scheduling and coordinating BikeEd classes with schools and instructors
• Maintaining accurate records of school participation, student numbers, and program data
• Entering and organizing participation data for grant tracking and reporting
• Overseeing helmet and T-shirt inventory, including tracking supply levels and coordinating restocking
• Assisting in compiling and formatting monthly grant reports for City funders
• Supporting program documentation to ensure compliance with grant requirements
• Coordinating internal communication related to BikeEd logistics as needed
• Working with BikeEd Manager and Team Leads on other tasks as needed

General Administrative Support

• Assist with general office operations, including mail, filing, and supply organization
• Maintain organized digital and physical record-keeping systems
• Support staff with document preparation, data entry, and meeting coordination
• Assist with event and meeting logistics as needed

Financial Administration

• Reconcile receipts and invoices in coordination with staff and vendors
• Maintain organized financial records and digital filing systems
• Assist in preparing monthly financial summaries and reports for the accountant
• Track expenses related to specific programs and grants

Other Tasks

• Perform other duties as assigned or aligned with the candidate’s skills and interests to support HBL’s mission and programs

QualificationsRequired

• Strong organizational skills and attention to detail
• Proficiency with Google Workspace and/or Microsoft Office
• Comfort working with spreadsheets and tracking data
• Ability to manage multiple priorities and recurring deadlines
• Strong communication and coordination skills
• Commitment to HBL’s mission and values

Preferred

• Experience with nonprofit administration or program coordination
• Familiarity with grant reporting requirements
• Basic bookkeeping or financial reconciliation experience, Quickbooks Online preferred
• Experience managing inventory or logistics

Compensation & Schedule

• Part-time, hourly position (up to 20 hours per week)
• In-office position in Honolulu
• Flexible schedule within standard business hours
• Compensation commensurate with experience ($20-$25/hour range)

To Apply

Submit a PDF resume and cover letter with the subject line “Administrative Assistant” to Travis Counsell, HBL Executive Director at . Applications will be reviewed on a rolling basis, with interviews starting early-April. Position will remain open until filled.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule

Work Location: In person