Administrative Assistant

Company: Hawaii Dental Service
Location: Honolulu
Posted on: May 26, 2023

Job Description:

POSITION SUMMARY
Provides high level administrative support to the Chief Customer Officer (CCO) and Chief Financial Officer (CFO) by conducting research, preparing statistical reports and presentations, handling information requests and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings while working independently with little or no supervision. Also provides a wide range of administrative support for the finance and accounting, billing, pricing and underwriting, human resources, marketing and sales departments.
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative support to the CCO and CFO. When needed, administers, assists, and maintains the CCO's and CFO's schedule, appointments, credit card expenses and travel arrangements for most efficient use of their respective time.
• Assists CCO and CFO with special projects, prepares power point presentations and other duties as assigned. Prioritizes and manages multiple projects simultaneously and following through on issues in a timely manner. Assists with budget preparation.
• Processes travel arrangement requests for company employees related to registration, air and auto by booking reservations in accordance with the HDS travel policies. Processes credit card payments for large purchase items. Reviews and ensures credit card expenses for CCO's and CFO's direct reports are complete in accordance with the credit card policy prior to CCO and CFO approvals.
• Prepares and edits correspondence, communications, and other documents. Maintenance of historical company documents. Manages and controls items stored at off-site facility. Processes requests for pickup/delivery of items; verifies inventory; reviews and approves invoices; works with department managers to ensure compliance with records retention policy. Manages the office/printer supplies and recycling program. Handles all parking validations (replenish, distribution and recordkeeping).
• Assists in the preparation of Board of Director and Committee binders. Prepares and processes biographical affidavits for new Board Members and Corporate Officers. Assists in the maintenance and revision of corporate banking signature cards. Helps with new Board Member orientation presentation.
• Supports the Administrative Team (Executive Assistant and Administrative Assistant) with various administrative duties, including but not limited to supporting all Executives in the absence of an Administrative Team member, reception duties (answering the main lobby phone and greeting outside guests), Board meetings assistance and facilities maintenance.
• Other Duties and Responsibilities:
  • May need to assist the CCO and CFO direct reports with Timecard Approvals in their absence and other miscellaneous requests.
  • Performs other duties as required or assigned by the CCO and CFO.
  • Able to process notarization for company documents.
  • Other miscellaneous duties and responsibilities as assigned. MINIMUM QUALIFICATIONS AND EXPERIENCE
    Education
    Bachelor's degree in business (preferable) or an equivalent combination of education, training and/or working experience.
    Experience
    Minimum of three to five years of work experience supporting at the management level, preferably at the executive level or an equivalent combination of three to five years of professional training and relevant work experience.
    Licenses/Certification
    Certified Notary (current or will obtain within the first six months of employment)
    Skills and Knowledge
    • Excellent organizational and calendar management skills.
    • Ability to handle multiple tasks and prioritize with some distractions and attention to details.
    • Ability to communicate both orally and in writing with all levels of staff, customers, consultants/brokers, and vendors on sensitive matters.
    • Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
    • Experience scheduling travel arrangements for management.
    • Experience assisting management with the creation of PowerPoint presentations.
      Note: The above information in this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Hawaii Dental Service has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Keywords: Hawaii Dental Service, Honolulu , Administrative Assistant, Accounting, Auditing , Honolulu, Hawaii