Friends of Hawai'i Volcanoes National Park · 4 days ago
Executive Administrative Assistant to the CEO
Volcano, HI
Full-time
Onsite
Senior Level
$60K/yr - $85K/yr
5+ years expFriends of Hawai'i Volcanoes National Park is a non-profit organization that supports the protection and preservation of the park. The Executive Administrative Assistant to the CEO provides high-level support, manages communications, and oversees office functions while assisting in funding development initiatives and project management.
Hiring Manager
Elizabeth Fien
Responsibilities
Serve as the principal gatekeeper for the CEO’s time, managing their calendar to prioritize meetings, appointments, and travel arrangements effectively while ensuring optimal time management
Act as the primary liaison for internal and external communications, screening calls and correspondence to determine priority and appropriateness before escalation to the CEO
Prepare and edit correspondence, reports, presentations, and meeting agendas for the CEO, ensuring high-quality, timely outputs that reflect the organization’s mission
Organize and coordinate Board meetings, staff meetings, and other important gatherings, managing logistics and preparing agendas while capturing detailed minutes for distribution
Maintain an organized filing system for electronic and paper documents, ensuring confidentiality and compliance with relevant regulations, safeguarding important documents managed by the CEO
Oversee office supply inventory, manage vendor relationships, and ensure a well-functioning office environment while serving as the point of contact for office-related issues
Assist in cultivating and stewarding donor relationships through personalized communication, acknowledgment letters, and invitations to events, ensuring that interactions align with the CEO’s strategy and priorities
Research potential funding opportunities, assist in drafting and editing grant proposals, and compile necessary documents for submission, all while adhering to deadlines and funding requirements
Help plan and execute fundraising events, including logistics coordination, donor engagement, and post-event follow-up, ensuring alignment with the CEO’s vision and organizational goals
Maintain and update donor and funding databases, ensuring accurate records of contributions, communications, and prospects are readily available for the CEO’s review and strategy discussions
Assist in the preparation of reports for funding sources, tracking budgets and project outcomes to keep the CEO informed of organizational performance and funding development activities
Qualification
Required
Bachelor's degree in Business Administration, Non-Profit Management, or a related field preferred
5-8 years of experience in an administrative role, preferably in a non-profit organization
Proven ability to manage multiple priorities and deadlines in a fast paced environment
Exceptional organizational skills and meticulous attention to detail
A proactive mindset with strong problem-solving and critical-thinking abilities
Proven experience in office management and funding development practices
Strong organizational and time management skills with the ability to prioritize tasks effectively while managing competing demands for the CEO's attention
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management and donor management software (e.g., Salesforce, Bloomerang)
Ability to maintain confidentiality, exercise discretion, and act as a gatekeeper for sensitive information
Self-motivated, proactive, and able to work independently while prioritizing the CEO's needs
Demonstrates a strong commitment to the mission and values of the non-profit sector
Flexible and adaptable to changing priorities, with a willingness to take on new challenges
Benefits
Health and dental insurance with percentage paid by employer
Paid time off and 10 paid holidays annually
Professional development opportunities
Company
Friends of Hawai'i Volcanoes National Park
We are the OFFICIAL Philanthropic Partner of Hawai'i Volcanoes National Park.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase