We are seeking a highly organized and motivated Executive Assistant to provide professional administrative support to senior executives in a dynamic finance company. The ideal candidate is detail-oriented, proactive, and capable of handling a wide range of tasks while maintaining confidentiality and professionalism. This role requires excellent communication skills, the ability to prioritize in a fast-paced environment, and the competency to ensure executives' time and resources are effectively managed. To apply for this role, please call us at 808-531-0800. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements.
Key Responsibilities:
- Manage and maintain executives' schedules, including meetings, appointments, and travel arrangements.
- Coordinate and prepare executive correspondence, presentations, and reports for internal and external stakeholders.
- Act as the first point of contact for executives, handling inquiries and redirecting as necessary.
- Plan and coordinate meetings, including preparing agendas, organizing materials, recording minutes, and ensuring follow-up on action items.
- Handle confidential information with discretion and maintain organizational confidentiality at all times.
- Assist with budget tracking, expense reporting, and invoice processing.
- Liaise with internal departments and external contacts to facilitate efficient communication and task execution.
- Oversee special projects, often requiring cross-functional collaboration and adherence to tight deadlines.
- Monitor and implement office organizational systems to support the executive team (e.g., task management, documentation, and filing systems).
Qualifications:
- Bachelor’s degree in Business Administration or a related field preferred; equivalent experience will also be considered.
- 3+ years of executive support or administrative experience, ideally within the finance or corporate environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with scheduling or CRM tools (e.g., Salesforce or other).
- Outstanding verbal and written communication skills.
- Exceptional organizational and multitasking abilities with strong attention to detail.
- Demonstrated ability to handle sensitive information with confidentiality and discretion.
- Strong problem-solving skills and the ability to work both independently and collaboratively.
- Familiarity with finance, accounting, or investment industry terminology and operations is a plus.