Job Opening: Administrative Assistant, East-West Center

January 5, 2024 Jobs

Rolling Deadline

The East-West Center is currently seeking an Administrative Assistant to support its Communications and External Relations (CER) team in Honolulu, HI. In this role, you will be the initial point of contact for general CER inquiries and provide administrative, general office and technical assistance to leadership and CER program staff.

Essential Duties

  • Receives visitors and telephone calls to the Director and general inquiries to CER. Determines the nature of the calls or business of the visitors. If the business requires the attention of a staff member, decides whether the importance of the business or individual’s personal title is such as to require the attention of the Director, an appropriate staff member or if the individual should be referred to another Program.
  • Assists in organizing and managing the Director’s activities schedule and makes commitments for meetings, lunches, etc. in consultation with him/her as needed. Manages requests for information and resolves or assists in resolving questions that may arise. Handles logistical arrangements for meetings including room reservations (or Zoom set-up), parking, refreshments, technical needs, name tents, etc. Maintains positive relationships with key contacts across the Center to help facilitate both CER and Director’s activities. Prepares for visitors, including high-level delegations both timely and accordingly.
  • Determines action for incoming correspondence and prepares draft responses as needed. Assists with outgoing correspondence, and reports from the Director and other staff members as requested. Ensures proper format, grammar correctness and that all necessary coordination of facts has been completed and is in accordance with EWC and CER policies. Assists with preparation and approvals of e-announcement/flyers for EWC activities and program events; ensures EWC brand and quality compliance (maintains knowledge of EWC branding guidelines).
  • Assists in preparation of reports, presentations, and other related correspondence. Collects data for narratives and tables; ensures form fields and component parts are filled properly; proofreads and corrects messaging to ensure proper format, grammatical content, and ascertain that all coordination of facts has been completed and is in accordance with the Center’s policies; and that the final product is complete and professionally presented as specified. Routes information copies to the designated audiences.
  • Assists with the coordination and execution of designated EWC and CER events, information sessions, ceremonies, and other-related stakeholder activities that occur throughout various periods of the year. Receives guests, prepares informational packets, formats email templates, organizes activity space and, as appropriate, liaises with vendors for event coordination.
  • Assists with the preparation and coordination of various personnel-related documents and actions. Monitors the completion of performance evaluation forms, timesheets and leave forms, handles arrangements and work orders for office space, business travel, payment documents, computer accounts, office support, or other items necessary for the unit to perform work in the office.
  • Is responsible for all official travel arrangements for the Director and other CER staff, which includes flight reservations and hotel reservations, and gathers background information for trips. Makes appointments with individuals and organizations to be visited during travel. Works closely with relevant individuals to coordinate appointments and itinerary. Composes thank you and follow-up notes to people the Director has met with during the travel and follows through on items requiring action.
  • Serves as a work leader for other clerical staff in the unit and serves as team lead for technology. Assists unit in facilitating technologies that are core to the unit’s functioning such as Google suite, Microsoft Teams, Oracle, Zoom, Canva, SurveyMonkey, and other programs as they arise. Manages audio/video equipment is in working order and organizes video conferencing activities as needed.
  • Assists in identifying work overloads within the unit and works with the appropriate staff to provide temporary relief. Supervises and trains student assistants by giving instructions, setting deadlines, and checking their work. Assists other support staff as needed in the performance of similar work.
  • Develops and maintains the office filing and file-sharing systems, both paper and virtual, via internal file-sharing platforms, Oracle Awards database, and other file sharing services such as Google Suites, Microsoft Teams, and OneDrive. Develops and implements office procedures needed to ensure the smooth functioning of the office. Maintains and ensures strict confidentiality of all staff personnel files for the entire program.
  • Works closely with staff to ensure follow-up on matters, including confidential and sensitive issues. Informs staff of regular and special staff meetings and ensures that an agenda is prepared and distributed prior to meetings.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

Qualifications and Skills Needed for the Role

To be considered for this role, you will need to have the following qualifications and skills:

  • Education & Experience – At least five (5) years of secretarial or administrative work experience; or a combination of post-high school education, training, and experience equaling five (5) years from which comparable knowledge and ability can be acquired demonstrating the ability to perform the duties of the position.
  • Demonstrated Ability – to organize and carry out assignments by independently determining applicable regulations and procedures and appropriately applying policy and administrative directives; to apply sound judgment and analytical skills in making recommendations related to administrative matters; to maintain a high level of accuracy in working with numbers and other detailed matters; to communicate effectively both verbally and in writing; to work cooperatively and effectively with people of diverse backgrounds; to appropriately handle confidential material; to work effectively in a highly non-routine environment; to effectively handle numerous complex details; to set priorities and work under pressure; to adjust work operations within available resources; to anticipate and solve problem situations; to work independently; and to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations; to work creatively within a set budget and use innovation to find ways of more effectively managing resources. 
  • Knowledge – of office practices and record keeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment including computers and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, and equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.
  • Physical Requirements – Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.

Salary and Benefits of Working at the East-West Center

When you join the EWC team as an Administrative Officer, you will have the opportunity to work for a company that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

  • Competitive Salary and Benefits – The annual salary for this position starts at $53,074.02 with an attractive benefits package that includes health insurance, retirement savings with a generous company match, paid holidays, as well as paid vacation and sick leave.
  • Career Growth Opportunities – We believe in investing in our employees and providing opportunities for career growth and development. As you settle into your role, you will have the opportunity to take on additional responsibilities and advance your career within our organization.
  • Supportive Work Environment – We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

About the East-West Center

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

How to Apply

If you are interested in applying for this position, submit an electronic application here so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

  • Tailor Your Resume and Write a Compelling Cover Letter – Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills, and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.
  • Be Prepared for the Interview – If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.
  • Provide Three Professional References – Ensure that your references can attest to your skills, worth ethic and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it is extremely important that you choose wisely when deciding who to use as a reference.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time position.