Administrative Assistant, Water Safety & Activities Team (Part-time)

Job Description

Job Description

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

We are seeking a highly organized and service-minded Administrative Assistant to support our dynamic Water Safety and Activities Program. The Water Safety & Activities Administrative Assistant will be responsible for ensuring seamless execution of water activities, maintaining high standards of safety, quality, and customer service. This role will work closely with the Manager of Water Safety & Activities, staff, instructors, and clients to deliver exceptional experiences and reporting to the Manager of Water Safety & Activities. This role will be integral in assisting with all the day to day back end administrative duties needed to execute successful operations of water sports, maritime activities at our residences, and various travel locations.

Location : Hawai'i - Travel will be required

Key Responsibilities :

• Administrative & Operational Support
• Serve as a central point of contact for internal teams and external vendors; manage calls, emails, and WhatsApp communications professionally.
• Support daily operations and ensure timely follow-up on action items.
• Maintain organized office systems and ensure readiness of office equipment and supplies.
• Scheduling & Calendar Management
• Manage calendars, schedule appointments, meetings, training, and vendor engagements.
• Coordinate complex travel logistics including flights, accommodations, and grounds transportation.
• Confirm activity schedules, cross-departmental needs, and resources for smooth execution.
• Document & Data Management
• Prepare, edit, and format documents, reports, and presentations
• Capture post-event reports (AARs) and assist in developing operational documents (EAPs, agendas, etc.)
• Organize and maintain both digital and physical filing systems.
• Compile data and generate reports that highlight key operational insights and performance metrics.
• Manage databases for staff, Contractor, and vendors; updating contact lists and records.
• Cross Department Collaboration
• Communicate and arrange planning meetings across departments to align schedules, staffing, and logistics.
• Support project planning meetings and follow through on deliverables.
• Identify and implement process improvements that streamline communication and operations.
• Finance & Billing Support :
• Process invoices, expense reports, and purchase orders
• Track and reconcile credit card and petty cash expenses
• Other Duties as Assigned
• Provide support to special projects and adapt to changing priorities.
• Maintain confidentiality and uphold professional discretion in all interactions.
• Pursue professional development to elevate skills and support the team's evolving needs.

Competencies :

Requirements : Required :

Preferred :

Salary Range

$36—$42 USD

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate. We encourage applicants from all ages and backgrounds.