Executive Coordinator; Kona, Hawaii

Executive Coordinator (based in Kona, Hawaii) About the Role

PEJ is seeking a proactive, highly capable Executive Officer/Coordinator to provide high-level support to the Executive Director. This role will go beyond clerical support and include coordination of substantive tasks, communications, and project support, working closely with senior leadership and program teams.

• Manage calendars, schedule meetings, and coordinate appointments for the Executive Director.
• Handle correspondence on behalf of the Executive Director, ensuring clarity and professionalism.
• Prepare materials, briefs, and talking points for meetings and engagements for the Executive Director.
• Collaborate with the missions officer to prepare travel arrangements and logistics for the Executive Director as needed.
• Attend meetings, take notes, and track follow-up actions.

• Track tasks, deadlines, and deliverables across teams for the Executive Director’s review.
• Follow up on action items and delegated responsibilities from the Executive Director.
• Assist in organizing workflows and improving administrative systems for the Executive Director.

• Support the preparation of reports, presentations, and internal documents for the Executive Director.
• Assist the Executive Director with organizing project activities and deliverables.
• Maintain organized filing and documentation systems in the Hawai’i office and Google Drive.
• Ensure consistency and quality in outputs and communications.

• Provide administrative and coordination support for Board-related activities, including scheduling meetings, preparing and organizing materials, and documenting meeting notes and action items.
• Support the timely distribution and organization of Board documents and communications.

• Participate in relevant team meetings and reporting coordination calls.
• Contribute to proposal development, concept notes, and fundraising materials as needed.

• Experience as an executive assistant, coordinator, or similar role. Preference for candidates with legal or paralegal office experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently and manage competing priorities.
• High level of discretion and professionalism.
• Experience in nonprofit, legal, or international organizations is an asset.

Applications will be reviewed on a rolling basis.