Accounts assistant Jobs in Honolulu, HI

Provide professional, executive level administrative support and assistance to the President & CEO; and liaison to the HDS Board of Directors, HDS Foundation Board of Directors, and Hawaii Client Services Board of Directors. Serve executive leadership and senior level leaders, and assist the Director of the HDS Foundation, Director of Human Resources, and General Counsel, as needed. Ability to work autonomously with little direction in a team environment, manage multiple projects concurrently and follow through. Strong organizational and prioritization skills, time management, efficiency and effectiveness are a must. Agility to navigate people, schedules, processes, and ability to maintain key relationships with executives and public sectors.

Remember to check your CV before applying Also, ensure you read through all the requirements related to this role.

ESSENTIAL DUTIES AND RESPONSIBILITIESKey Responsibilities

• Provide primary support to the HDS Board of Directors, HDS Foundation Board of Directors, HCS Board of Directors.
• Timely coordination of meetings and other requirements from point of concept to implementation. Coordinate and administer meeting schedules for the year for all three Boards and eight Committees. Event planning and negotiation of venue contracts for the Annual Meeting of the Members, Annual Board Retreat, and offsite December Board meeting. Responsible for overall logistics for all meetings and events.
• Anticipate and prepare agenda items for all Board and Committee meetings. Coordinate various due dates and notifications consistent with Board Bylaws. Prepare various correspondence, update Board records, compile, assemble and distribute meeting packets for all Board and Committee meetings.
• Attend all HDS Board, HDS Foundation Board, and HCS Board meetings quarterly, in addition to all Committee meetings. Arrange overall logistics to include setting up meeting space, audio visual needs, catering and building management requirements.
• Manage the Board portal, maintain user access and licenses.
• Make travel arrangements (air, ground, hotel) for neighbor island Board members.
• Provide direct executive administrative support to President & CEO. Administer and maintain demanding appointment schedule to include Delta Dental Board and Committee meetings, external Board involvement, speaking and recognition events, and sponsorship engagements. Make inter-island, mainland, or overseas travel arrangements with efficient use of time and cost effectiveness. As gateway to the President & CEO, communicate with a variety of individuals of all levels, answer, field and / or respond to numerous emails and correspondence internally and externally. Maintain distribution of birthday cards and quarterly Coffee Hour meetings with employees. Prepare correspondence, spreadsheets, statistical reports and other material. Event planning and negotiation of venue contracts for offsite Annual Leadership Team Retreat and quarterly Mini Leadership Team Retreats.
• General Administrative Duties :

Reconcile, prepare, and review monthly credit card expenses for President & CEO, Direct Reports, neighbor island Board members, and self. Ensure that expenses are complete and in accordance with policy and budget.

Other Duties and Responsibilities

MINIMUM QUALIFICATIONS AND EXPERIENCEEducation

Bachelor’s degree in business administration or Para-Legal Certificate preferred, or an equivalent combination of education, training, or work experience.

Experience

Five (5) years of experience providing support at the executive level or four (4) years progressively responsible office administration experience.

Certified Notary (current or will obtain within the first six months of entering into this position).

Skills and Knowledge

Note : The above information in this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Hawaii Dental Service has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

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