Administrative Assistant

Reporting to the Vice President of Operations, Planning, and Program Management, the Administrative Assistant plays a supportive role in the growth and advancement of Bishop Museum. S/he provides administrative support is primarily responsible for the handling of all scheduling, filing, messaging, and paperwork. S/he also services external inquiries and request from museum supporters and the general public. This person is pivotal to the smooth functioning and quality of the Museum’s operations and works proactively and collaboratively to ensure that all administrative needs are met and that communication flows smoothly in all directions.

Duties and Responsibilities

• Prepares and processes all check requests, credit card logs, contract summaries, service agreements, expense reports, cash receipts, merchandise transfers, and related paperwork for the VP of Operations, Planning, and Program Management.
• Supports the Museum’s various Committees including distributing meeting notices, taking RSVP’s, recording meeting minutes, and distributing correspondence as directed.
• Provides administrative support for the VP of Operations, Planning, and Program Management, including, but not limited to, coordinating/attending meetings, drafting simple correspondence, scheduling, filing, and project coordination.
• Manages the Museum’s bulk postage accounts with the United States Postal Service.
• Maintains the division’s budget records, and prepared monthly reports on revenues and expenses.
• Performs other duties as needed as directed by the VP of Operations, Planning, and Program Management.

Qualifications

• Associates Degree, professional certification, or equivalent work experience required.
• Highly organized and detail-oriented, excellent time management skills with ability to meet deadlines
• Strong communication skills
• Ability to interact with people of all levels and backgrounds
• Demonstrated ability to manage multiple tasks and maintain composure under time constraints
• Demonstrated ability to prepare and coordinate standard professional correspondence and communications pieces
• Proven ability to work both independently and collaboratively to achieve departmental goals
• Exceptional interpersonal skills; warm and pleasant demeanor

Other Requirements

• Flexibility in working hours, as some evening and weekend work is required.
• Must have own car with proof of insurance and valid Hawai‘i Drivers License
• Professional business like appearance
• Good Attendance
• Detail oriented
• Experience in a development office a plus
• Familiarity with Hawaiian or Pacific culture and history a plus

Direct Reports

None

Working Conditions

Typical office environment. Occasional evening events that occur outdoors.

Physical Requirements

Ability to stand and walk extended periods of time and carry and move heavy file boxes.

Job Type: Full-time

Work Location: Multiple Locations