Executive Coordinator

Position Overview

Re-use Hawaii is seeking a highly organized, proactive, and detail‑oriented Executive Coordinator to support the Executive Director, Director of Administration, and overall administrative operations of the organization.

This position plays a critical role in keeping daily operations running smoothly by supporting executive leadership, coordinating administrative functions, managing communications, and assisting with organizational systems and projects. The ideal candidate is a strong communicator, skilled multitasker, and problem solver who can anticipate needs, stay organized under pressure, and maintain professionalism and confidentiality.

• Support the Executive Director with scheduling, correspondence, and document preparation.
• Coordinate meetings, events, and travel arrangements; follow up on action items, deadlines, and organizational priorities.
• Serve as a point of contact for internal and external communications and help ensure effective coordination across programs and departments.

• Assist with maintaining organized filing systems, records, and internal tracking processes.
• Support the preparation of reports, presentations, proposals, and other organizational documents.
• Assist with data entry, reporting, recordkeeping, and administrative processes related to payroll, benefits, donations, grants, and organizational performance tracking.
• Support the creation of signage, marketing materials, and other communications as needed.
• Assist with development activities, donor documentation, and community outreach efforts.
• Identify opportunities to improve administrative systems, workflows, and organizational efficiency.
• Support special projects and strategic initiatives that advance the mission of Re‑use Hawaii.

• Experience in administrative support, executive assistance, office management, or related roles.
• Strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Strong attention to detail and accuracy.
• High level of professionalism, discretion, and confidentiality.
• Proficiency with Google Workspace, Slack, task‑management systems, and database systems.
• Ability to work independently while collaborating effectively with a team.

• Experience working in a nonprofit environment.
• Experience supporting executive leadership.
• Familiarity with accounting, bookkeeping, HR, payroll, or administrative systems.
• Interest in sustainability, circular economy, workforce development, or community‑based programs.
• Experience with grant administration or project coordination.

• Ability to work in an office and warehouse environment.
• Ability to occasionally lift up to 25 pounds.
• Ability to travel locally for meetings, events, errands, and site visits as needed.