Executive Assistant to the President

Job Description

Job Description

Salary : $69.312.32

The East-West Center isa premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

Our team is searching for a highly skilled and motivated Executive Assistant to support our President. If you thrive in a fast-paced environment, are highly organized, and can maintain the highest level of confidentiality, we want to speak with you!

As the Executive Assistant to the President, you will play a critical role in ensuring the smooth operation of the executive office. This position requires a proactive, detail-oriented individual who can handle multiple tasks with discretion and efficiency. Demonstrating your ability to communicate effectively and serve with respect and integrity, manage schedules and navigate deadlines that can change rapidly, and handle sensitive information with the utmost confidentiality is essential to your success.

If this sounds like a position that you could thrive in, we encourage you to join our team and apply for this exciting opportunity today!

KEY RESPONSIBILITIES OF THE EXECUTIVE ASSISTANT TO THE PRESIDENT

Here are some of the key responsibilities you can expect in this role :

Confidentiality : Handles sensitive and confidential information with the highest level of discretion and integrity.

Organization : Manages the Presidents calendar and email account(s), schedules meetings, and coordinates travel arrangements on a timely basis. Coordinates and executes tasks related to President-hosted events, ensuring all details are handed timely and appropriately. Adapts to the changing needs and priorities of the President and the organization while also being available to handle urgent tasks as they arise.

Communication : Serves as the primary point of contact between the President and internal / external stakeholders. Receives incoming correspondence and reviews outgoing communication that requires the Presidents response and ensures correctness. Ensures prompt and adequate action is taken on urgent matters requiring the Presidents attention or in their absence. Ensures the presidents bio is kept updated and responds to requests for materials regarding the President and / or the Center.

Hospitality : Greets visitors and guests to ascertain the nature of their visit while providing courteous accommodations. Directs inquires to the appropriate office or program in a timely and professional manner. Maintains hospitality area in a clean and orderly manner and ensures refreshments are readily available for incoming visitors.

Administration : Processes travel and office expenditures including monthly credit card expenses, office supplies, and other necessary spending in compliance with the Centers financial policies and procedures. Maintains professional contact and office database lists. Prepares correspondence, reports, and presentations as needed.

REQUIRED QUALIFICATIONS AND SKILLS

You will need to possess the following qualifications and skills to be considered for this role :

Education & Experience Eight (8) years of professional experience managing office operations and a strong work tenure of supporting executive leadership, or a combination of post-high school education and work experience demonstrating progressively increasing responsibilities which totals eight (8) years. Previous experience should include supporting an executive or c-suite position. Previous experience working with governing boards and non-profit / educational institutions is preferred.

Communication Possesses strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability - To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and / or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment; to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to handle detail-oriented assignments with accuracy, to communicate effectively both verbally and in writing and to function effectively as a work leader.

Knowledge Of office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment including computers and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, and equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.

Physical Requirements Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.

SALARY AND BENEFITS

The East-West Center values its employees and provides a supportive work environment for staff to excel and thrive. Here are some of the benefits you can expect when you join our team :

Competitive Salary and Benefits

The annual salary for this position starts at $ 69,312.32 per year with an attractive benefits package that includes health insurance, retirement savings, and paid time off.

Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. By joining our team, you will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY

If you're interested in applying for this role, submit an electronic application by clicking the "APPLY TO THIS JOB" button below so that you can be immediately considered. Here are some tips to help you prepare you for our job application process :

Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

Provide Three Professional References

Ensure that your references can attest to your skills, worth ethic, and integrity. What these people reveal about you both in terms of what they do and dont say can make a difference in whether youll be hired. So, its extremely important that you choose wisely when deciding who to use as a reference.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside on Oahu, Hawaii. Relocation assistance is not being offered for this position.