Executive Assistant

Career Opportunities with Palolo Chinese Home

Established in 1896, Palolo Chinese Home is one of Hawai‘i’s premier providers of long-term care for seniors of all ethnicities. Rooted in compassion and cultural tradition, we offer a family-like environment where respect, dignity, and excellence guide everything we do.

We are seeking an efficient and detail-oriented Executive Assistant to provide administrative support to the CEO, Board of Directors and oversee the Executive/Administrative Office. The ideal candidate will be organized, proactive, and capable of managing multiple tasks simultaneously in a professional and confidential manner.

Starting $65,000.00 annually depending on experience level

• Medical Insurance (drug and vision included)
• Free Dental Insurance for Employees
• Free On-Site and Street Parking
• Discounted Employee Meals: $3.50 per meal
• 401K and 401K Roth Retirement Plan
• 401K Safe Harbor Matching Contribution up to 4% of annual pay, up to $2,600.00 per year
• 10 paid holidays per year valued at $2500.00
• Paid vacation days: 10 days, increasing over tenure valued at $2500.00 or more
• Paid sick leave: 10 days (valued up to $2,500.00 per year)
• Public Service Loan Forgiveness (PSLF) Employer
• Employee Referral Bonus Program up to $3,000.00
• Flexible Spending Account (FSA) for tax-saving benefits
• AFLAC Supplemental Insurance for tax-saving benefits

• Manage the CEO's schedule and coordinate all meetings including the agenda, minutes and attachments.
• Prepare internal and external communications, correspondence, memos and reports on behalf of the executive. Proofread and check formatting of all written materials.
• Assist CEO/Administrator with credentialing, contracts, cover letters, preparation for mailing, etc.
• Provide executive support for all meetings of the Board of Directors and its various committees.
  • Coordinates and schedules meetings for the CEO and / or Board / Committee chairs.
  • Compiles and distributes meeting materials before scheduled meetings.
  • Attends board meetings and records minutes of the meeting proceedings.
  • Maintains records and files on all board meetings and materials.
• Handle communication by managing the following:
  • Represents the Executive Office with impeccable work ethics such as is on time, able to represent the office on weekends and in the evenings if needed.
  • Answer telephone calls and handles routine requests on behalf of the Office with a high level of courtesy.
  • Receives and distributes mail and inter office communications; pay attention to incoming mail; get mail in medications to resident areas immediately; track and ensure the daily charges for postage
  • Opens and distributes daily mail daily – forward all business-related mail addressed to residents to their responsible parties
• Provides customer service with professionalism to staff, guests, visitors, vendors and alike to assist with questions or concerns
• Perform data entries and run reports for analysis
• Perform general office tasks such as filing, photocopying, and ordering supplies
• Handle confidential information with discretion

• Proven experience as an Executive Assistant or similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficient with using MS Office suite or Google suite
• Ability to work effectively and independently in a fast-paced environment
• Able to work beyond normal business hours when needed
• High level of professionalism and confidentiality required.