Administrative Assistant – Kaneohe, Oahu
P.A.R.E.N.T.S., Inc. is seeking a Full Time (Non-Exempt) Administrative Assistant to work a maximum of 40 hours per week, Monday through Friday, including some nights, weekends and holidays, in a non-profit organization located in Kaneohe. P.A.R.E.N.T.S. is an acronym that stands for Providing Awareness, Referrals, Education, Nurturing, Therapy & Support. Our mission is to strengthen families by providing resources, skills, support and advocacy to create a cycle of positive parenting.
Reports to: Assistant Director
The Administrative Assistant will collaborate with the Executive & Assistant Directors to provide assistance with the overall administration of the organization which comprises of three offices (Oahu, Hilo and Kau) with approximately 40 employees between the three locations. The Administrative Assistant will ensure efficient day-to-day operations of the administrative office by aiding in Clerical, Accounting, Marketing & Human Resource practices as deemed necessary by the administration.
The Administrative Assistant’s main responsibilities include, but are not limited to: Responsible for handling front office reception and administration duties, including greeting guests, answering phones, routing calls as needed, and handling company inquiries. The Administrative Assistant will prepare and route all incoming mail to staff; prepare outgoing mail. Create and maintain up-to-date mailing lists, resource lists, Board lists, and any other agency lists as assigned. Will support Assistant Director with all new hire and employment documents and assist in maintaining personnel files. Will provide assistance with the organization and implementation of training workshops, assistance with managing and maintaining donor databases, as well as assistance with the in-house accounting functions, annual audits and maintenance of administrative manuals. The Administrative Assistant will also provide assistance with the management of the marketing functions, including social media sites, marketing communications using software such as Constant Contact, updating and distributing agency brochures, and other marketing functions alike.
The Administrative Assistant position requires the ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
The successful candidate must exhibit the courtesy, judgment and communication skills appropriate to working in a fast-paced environment. This individual will be highly self-motivated and able to work without direct supervision. Candidate must recognize the importance of exemplary customer service and a professional demeanor and attitude. The ideal candidate will have the ability to handle multiple, concurrent tasks, strong organizational skills, excellent communication skills (written and verbal), attention to detail, and the ability to take initiative on projects. In addition, sound judgment, the ability to work appropriately with proprietary/confidential materials, a commitment to short-notice deadlines, and the flexibility to juggle different priorities, are all valued skills and characteristics.
The work environment is representative of those an employee encounters in a typical office setting while performing the essential functions of the job; fundraising and outreach duties may require organizing and attending outdoor events.
Required: High School Diploma and two (2) years of relevant experience in a similar role.
Preferred: Associate’s degree or two years related experience and/or training; or equivalent combination of education and experience.
Skills in using Microsoft Word, Excel, PowerPoint and Publisher are vital to efficiency and success within this position.
If using a motor vehicle, must retain appropriate levels of no-fault insurance as mandated by contractual requirements.
Please send resume and cover letter to firstname.lastname@example.org