Join our Team

Working at Hawaii Employers Council is more than just a job. We are seeking talented individuals who want to be part of a team that works collaboratively with its members to develop a thriving workforce. Do you want to work in an environment that inspires new ideas, promotes life-long learning, and makes team members feel appreciated and respected? If so, we want to hear from you!

• Executive Administrative Assistant

JOIN OUR DYNAMIC TEAM AS AN EXECUTIVE ADMINISTRATIVE ASSISTANT

Primary Purpose:

The Executive Administrative Assistant position plays a vital role in ensuring smooth day-to-day operations at HEC by serving as the first point of contact for members and guests, while also providing high-quality administrative and event support across departments. This role is responsible for front desk management, general office functions, event logistics, and administrative support to senior leadership, departments, and the Board.

The ideal candidate is detail-oriented, service-driven, and excels at balancing routine responsibilities with flexible support needs. With a strong focus on member experience, organizational coordination, and professionalism, this role is essential to creating a welcoming and efficient environment for all who interact with HEC.

Essential Duties/Functions:

• Front Desk Duty:
  • Opening/closing of the building daily M-F during normal business hours 7:30 am – 4:30 pm.
  • Greet and direct members, as necessary.
  • Answer HEC main line and route calls as necessary.
  • Restock of supplies daily (kitchen, break rooms, lobby).
  • Prepare meeting rooms for on-site events and members.
  • Provide support throughout the day for HEC staff, on-site members and guests.
  • Support mail deliveries and vendor access to building.
• General Office and Administrative Support:
  • Manage office inventory and order supplies.
  • Arranges meals/catering as needed for Staff, Leadership and Board meetings.
  • Support HEC departments and on-site members and guests with printing.
• Event Planning and Support:
  • Assist in the planning and execution of in-person events and training including:
    • Clarifying event details in collaboration with event host and marketing
    • Ordering food, if applicable
    • Room preparation and setup in collaboration with Facilities Department
    • Day of event logistics and support (setup, printing materials, breakdown etc.)
  • Assist with Annual, Ad-Hoc and Special Event planning and execution (see above):
    • Pre and post event support including event setup, registration process, communication, material distribution, food orders, invoicing, attendance and evaluations.
    • Ensure timely completion and effective communication between internal and external stakeholders when necessary.
• Leadership and Department Administrative Support:
  • Manage and maintain the daily schedules of the President & CEO, including coordinating meetings, appointments and other engagements.
  • Proactively addresses potential conflicts, prioritizes meetings appropriately and ensures effective time management and calendar management.
  • Administrative Support for Labor Relations Department:
    • Manage and maintain shared calendar for Labor Relations duty.
    • Document and file Contract Settlement Summaries.
    • Print, file and mail miscellaneous labor relations documents.
    • Update and draft Collective Bargaining Agreements and miscellaneous documents.
    • Support travel coordination as needed.

• Board Support:
  • Provide administrative support for quarterly board meeting including scheduling, communicating, coordinating logistics, room setup and meal orders.

Note:  Hawaii Employers Council may eliminate, modify, or assign other essential duties based on operational needs, whether or not such duties are listed in this written job description.

Required Skills and Qualifications:

• Must be available to work in-office during normal business hours Monday – Friday 7:30 am – 4:30 pm.
• High school degree or equivalent required. Bachelor’s degree in business administration, or related field (or equivalent work experience) preferred.
• Previous experience in a similar role, such as an administrative assistant or clerical /office position. A minimum of three (3) years work experience preferred.
• Proficient use of office computer software such as Microsoft 365.
• Attention to detail to ensure accuracy of documents, while under specific time deadlines.
• Ability to think critically and continually update knowledge related to job duties.
• Must be able to professionally handle sensitive information and maintain confidentiality.
• Ability to efficiently manage multiple priorities and deadlines with good follow through.
• Ability to communicate professionally with both HEC team and HEC members in person, on the telephone and in writing to provide excellent service.
• Ability to exercise independent judgement and discretion for problem solving and decision making within established guidelines.
• Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently.
• Must operate well in a team environment as well as perform job duties with little supervision.

Position is a required in-office position. Responsibilities may require evening and weekend work in response to needs of members.

Interested and qualified applicants, please email a copy of your resume, cover letter, and salary requirement to careers@hecouncil.org.

Equal Employment Opportunity Employer.