Executive and Administrative Assistant

The mission of Boys & Girls Clubs of Hawaii is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The after-school hours have become a critical time for youth – a time when many children in our communities are left to fend for themselves without positive adult supervision. We provide a safe place filled with hope and opportunity, ongoing relationships with caring adult mentors, and enriching programs.

Reporting to the President & CEO, the Executive & Administrative Assistant (EAA) provides primary administrative support to the President & CEO and Chief Operations Officer (COO), coordinates administrative support for the Corporate Board, and helps ensure effective day-to-day operations of the administrative office. This position requires strong organization, sound judgment, discretion, proactive follow-through, and the ability to manage multiple priorities in a mission driven, high performing environment.

The EAA is expected to build collaborative, respectful relationships with staff, Board members, partners, vendors, and other stakeholders.

Plans, Organizes, and Manages Time Effectively

• Highly organized, with strong planning, prioritization, multitasking, and time-management skills.
• Works independently, exercises sound judgment, anticipates needs, and ensures timely follow-through.
• Breaks projects into manageable tasks, develops schedules, and coordinates activities to meet deadlines.
• Demonstrates strong executive administrative skills, including correspondence, email and calendar management, scheduling, meeting coordination, and recordkeeping.

• Adapts quickly to changing priorities and works effectively with incomplete information.
• Manages multiple tasks, solves problems, and exercises sound judgment with limited supervision.
• Remains composed under pressure and welcomes feedback, new approaches, and continuous improvement.

• Handles sensitive information with discretion, professionalism, and sound judgment.
• Adheres to the organization’s code of ethics and confidentiality policies, sharing information only with authorized individuals.
• Communicates tactfully and escalates concerns appropriately.

• Provides accurate, timely, and professional service with strong attention to detail.
• Demonstrates excellent written, verbal, and interpersonal communication skills.
• Communicates clearly and concisely with administrative teammates, volunteers, funders, Board members, donors, supporters, vendors, partners, and Club employees.
• Builds effective relationships through professionalism, discretion, and emotional intelligence.

• Anticipates and manages the complex administrative needs of the President & CEO (CEO) and Chief Operations Officer (COO).
• Manages the CEO’s and COO’s calendars and workflows, including scheduling, prioritization, invitations, RSVP tracking, meeting preparation, and competing priorities.
• Coordinates executive communications, tracks action items, and ensures timely follow-up on key responsibilities.
• Schedules internal and external meetings, prepares and distributes materials, and coordinates administrative follow-up.
• Serves as the primary administrative coordinator for the…