Executive Assistant (I, II, or III

Executive Assistant

The level of the position will be determined based on the candidate's experience and qualifications.

Summary of IT Support and Technology-Related Job Description Tasks:

• Provide administrative and coordination support for the Technology Department and Data & Operations leadership, including awareness of key technology initiatives, strategic vendors, committee responsibilities, and executive priorities.
• Support technology-related meetings by preparing agendas, obtaining and organizing materials, minute taking, reviewing prior minutes and action items, tracking follow-up items, and ensuring leaders are prepared in advance.
• Coordinate scheduling and logistics for IT-related meetings such as vendor meetings, audits, walkthroughs, and executive technology discussions
• Demonstrates familiarity with common IT terminology and concepts, with the ability to quickly learn technology-related language, systems, and processes necessary to effectively support the department.
• Track technology-related commitments, deadlines, vendor follow-ups, audit-related items, and other action items through completion with accuracy, urgency, and minimal prompting.
• Performs all duties and interacts with internal and external customers in a manner that is expressly aligned with the Company's Core Values of approaching all actions with a "Voyaging Spirit" and being "Positively Ohana". Exhibits core competencies that result in consistent delivery of positive Customer Interactions, Empowerment and Ownership and demonstrates key professional and performance skills such as Active Listening, effective Oral and Written Communication, Action and Solution Oriented and Thoroughness.

Primary Accountabilities for Executive Assistant I:

• Maintains calendars and schedules for assigned Executive(s), including appointments, meetings, conference calls, and other commitments.
• Coordinates meetings, including room reservations, logistics, agendas, materials, follow-up items, and communication with attendees.
• Coordinates travel arrangements and prepares related itineraries, expense reports, invoices, reimbursements, and other administrative documentation.
• Drafts, formats, edits, and distributes correspondence, reports, presentations, meeting materials, and other documents for executive review.
• Monitors deadlines, tracks open items, and follows up with internal partners to help ensure timely completion of tasks and deliverables.
• Manages assigned email and communication flow, identifies items requiring Executive attention, and escalates matters appropriately.
• Maintains confidentiality and discretion when handling sensitive business, personnel, customer, financial, or organizational information.
• Serves as a professional liaison with internal departments, external vendors, business partners, customers, and other stakeholders.
• Supports department meetings, team events, community events, projects, and initiatives through data gathering, document preparation, reporting, and administrative support.
• Demonstrates sound judgment, organization, attention to detail, follow-through, and the ability to prioritize competing deadlines.
• Identifies opportunities to improve administrative processes and increase efficiency within assigned responsibilities.
• Primarily supports 1-3 executives, and serves as back up to multiple other Executive(s) and administrative team members as assigned.

Primary Accountabilities for Executive Assistant II:

• Manages complex calendars and schedules for assigned Executive(s), proactively resolving conflicts, prioritizing time-sensitive matters, and ensuring the Executive is prepared for meetings and commitments.
• Coordinates executive meetings, department meetings, town halls, vendor meetings, and other engagements, including logistics, agendas, materials, notes, follow-up items, and related communications.
• Prepares, reviews, edits, and manages executive-level correspondence, reports, presentations, briefing materials, talking points, meeting packets, and other documents.
• Tracks key deadlines, deliverables, decisions, and follow-up items to help ensure projects and department priorities remain on schedule.
• Manages travel arrangements, itineraries, expense reports, invoices, timecards, procurement-related items, and other administrative responsibilities for assigned Executive(s) and, as needed, their direct reports.
• Reviews and escalates incoming communications, issues, and requests; identifies matters requiring immediate Executive attention and handles routine matters independently when appropriate.
• Serves as a key liaison between assigned Executive(s), internal departments, senior leaders, external partners, vendors, customers, and other stakeholders.
• Handles confidential and sensitive information with a high degree of discretion, professionalism, and judgment.
• Supports division, department, Bank-sponsored, community, and executive-level events, including planning, coordination, logistics, materials, and follow-up.
• Assists with special projects and may…