Executive Assistant - Human Resources

Position: Executive Assistant I - Human Resources (Full Time, 40, Day)
Location: ‘Aiea

Responsibilities

I.

JOB SUMMARY:

A. Functions as the principal administrative assistant to the QHS EVP or SVP:

• Coordinates and manages the daily activities and functions of the executive's areas of oversight within The Queen's Health Systems (QHS).

• Routinely interacts with a broad array of organizational constituents and must, therefore, act and present a professional demeanor and appearance at all times. Has access to sensitive information where confidentiality and prudence must be maintained at all times.

• Manages multiple tasks in a highly demanding environment and in occasionally stressful situations, maintaining calm and presence.

• Manages multiple demands on the executive's schedule efficiently and effectively to assure optimal use of the executive's time.

• Works collaboratively and professionally in independently assisting other executives, physicians, external parties, board members and staff as needed and appropriate.

B. Coordinates and administratively supports QHS Board committees, including oversight of preparation of meeting material packages, minute preparation, and communication and coordination with Board Members. Has access to highly sensitive information requiring application of judgment, discretion and confidentiality at all times.

C. Serves as a special projects coordinator for the EVP or SVP with access to sensitive information requiring application of judgment, discretion and confidentiality at all times.

II. TYPICAL PHYSICAL DEMANDS:
A.

ESSENTIAL FUNCTIONS:

• Finger dexterity. Seeing. Hearing. Speaking.

B. MANUAL MATERIAL HANDLING:

• Infrequent: N/A

• Occasional:
Lift waist to shoulder between 0-5 lbs. Carry between 0-5 lbs.

• Frequent: N/A

• Constant: N/A

C. NON-MANUAL MATERIAL HANDLING:

• Infrequent: N/A

• Occasional:
Stand. Stoop/Bend. Climb:
Stairs/Ladder. Reach: shoulder level. Reach: above head. Gripping.

• Frequent:
Sit. Walk.

• Constant: N/A

III. TYPICAL

WORKING CONDITIONS:

• Not substantially subjected to adverse environmental conditions.

• Must be available by phone 24/7 to respond to immediate needs or emergencies.

• Be able and willing to work beyond a normal eight-hour day and occasionally on weekends, as needed or necessary.

IV.

MINIMUM QUALIFICATIONS:

A.

EDUCATION:

• Bachelor's degree required; or four (4) years of progressive administrative experience may be substituted for the educational requirement.

B. CERTIFICATION AND LICENSURE:

• No certification and/or licensure requirement.

C.

EXPERIENCE:

• In addition to educational requirement, three (3) years experience as an assistant at the executive level in a corporate environment. Prior experience booking business travel required. Experience in a fast-paced, dynamic environment and able to adapt to changing priorities preferred.

• Prior experience working with trustees, community organizations and with individuals at a high organizational level.

• Supervisory experience preferred.

• Experience to demonstrate the following:
o Proficiency to use the full MS Office Suite, particularly Word, Excel and PowerPoint;
Access may be preferred based on area of assignment.
o Exceptional ability to communicate both orally and in writing.
o Collaborative spirit to work with a broad range of people to implement projects.
o Results driven with the ability to manage multiple priorities and projects with a high degree of accuracy and timeliness.
o Demonstrates comfort working with data, including the ability to gather, compile, and analyze-data; prepares reports and summaries; and creates visualizations. Basic understanding of analytical concepts is required.
o Ability to work independently and effectively with internal and external personnel at various levels of responsibility.
o Ability to work under high levels of confidentiality, tact and diplomacy.

Equal Employment Opportunity

Equal Opportunity Employer / Disability / Vet

Your Health. Our Legacy

Our Mission: To fulfill the intent of Queen Emma and King Kamehameha IV to provide in perpetuity quality health care services to improve the well-being of Native Hawaiians and all of the people of Hawai'i.

Our Values:
Compassion guides our actions
Aloha inspires us in all that we do
Respect and understanding are essential for the dignity of all
Excellence is our quest