Executive Assistant

Position Summary

The Executive Assistant provides high-level administrative, project management, and operational support to the Chief Executive Officer. The ideal candidate is a highly organized, proactive, and compassionate professional who thrives in a fast-paced nonprofit environment and possesses the cultural competence to represent Imua Family Services to donors, families, and community partners.

Education & Experience:

Associate degree or higher preferred, or an equivalent combination of education and 2–5 years of progressive administrative or executive support experience.

Nonprofit Alignment:
Previous experience in the nonprofit sector or healthcare/social services is highly preferred.

Tech Proficiency:
Advanced skills in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and proficiency with virtual meeting platforms (Zoom, Teams).

Communication:
Superior verbal and written communication skills with a compassionate, family-centered approach.

Organizational

Skills:

Exceptional time-management capabilities, sharp attention to detail, and the ability to multitask effectively under pressure.

Local Knowledge:
Familiarity with the Maui community and the unique cultural landscapes of Maui County is a strong plus.

CEO Support

Manage the CEO’s calendar, scheduling, meeting logistics, and travel coordination, including itineraries for the CEO, CFO, and COO as needed.

Draft, format, proofread, and distribute correspondence, reports, presentations, agendas, minutes, board packets, talking points, speeches, and briefing materials.

Track the CEO’s deadlines, action items, and priority projects to support timely follow-through.

Serve as a primary point of coordination for executive communications with staff, board members, donors, partners, vendors, and community stakeholders.

Screen and manage speaking requests directed to the CEO and the organization.

Schedule staff meetings, ensure staff access to the CEO, and relay documents, mail, and items requiring CEO attention.

Process purchase requests, reimbursements, invoices, and receipts for the CEO.

Maintain discretion and confidentiality with sensitive organizational, personnel, financial, and strategic information.

Board of Directors & Committee Support

Maintain the calendars of the Board of Directors.

Coordinate Board and committee meeting logistics: scheduling, agendas, board packets, material distribution, minutes, and follow-up communication.

Manage the Board Network account and related server folders; train Board members on using the system as needed.

Prepare Board Member applications and recruitment folders.

Prepare travel requests and arrangements for the Board Chair when needed; coordinate travel arrangements for the Board of Directors as needed.

Track organization-wide deadlines, projects, and follow-up items, and serve as a central point of contact for urgent organizational needs.

Support office-wide communication and coordination, including preparing and distributing internal updates (in collaboration with the Communications Director).

Manage several agency-wide email accounts — monitoring, responding, redirecting inquiries, and ensuring timely follow-up (in collaboration with the Communications Director).

Schedule shared meetings and organization events and send reminders for agency-wide meetings and retreats.

Help develop and standardize administrative processes; assist with data entry, reporting, and basic recordkeeping.

Manage electronic agency collateral (letterhead, brochures, logos) and assist with supply ordering and office operations (in collaboration with the Office Manager).

Contribute to agency-wide administrative and operational projects to support smooth day-to-day operations across departments.

Assist the CEO with coordination of Annual Fundraising Events, including oversight, coordination, set-up, tear-down, and booking and negotiating vendors, permits, and rental agreements — in partnership with the COO.

Support coordination of staff social activities and agency events.

Work with the COO to build event and program registration sites.

Participate as necessary in fundraisers and other agency outreach…