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
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