Title: Executive Assistant

Location: Shangri La, 4055 Pāpū Circle, Honolulu, HI

Reports to: Executive Director

BACKGROUND

Shangri La is a unique site for engagement with Islamic arts and cultures that is situated on a spectacular 5-acre, oceanside property in Honolulu; a place of personal and societal transformation; and a center of the Doris Duke Foundation (DDF).

The mission of DDF is to build a more creative, equitable and sustainable future by investing in artists and the performing arts, environmental conservation, medical research, child well-being and greater mutual understanding among diverse communities. DDF operates five national grantmaking programs as well as Duke Farms and Shangri La, two centers that serve the public directly. DDF’s activities are guided by the will of Doris Duke, who endowed the foundation with financial assets that currently total over $2 billion. To learn more about the foundation, visit www.dorisduke.org.

POSITION

The executive assistant ensures that Shangri La’s executive director, deputy executive director and other members of leadership are optimally positioned to advance the center’s strategic goals. This role requires meticulous planning, coordination and execution of administrative projects and tasks, demonstrating a high degree of acumen and organizational skill. The role encompasses managing time-sensitive responsibilities essential to the functioning of the executive team, and streamlining, managing and prioritizing details of diverse initiatives, meetings and events to align with mission-driven objectives.

RESPONSIBILITIES

• Scheduling and planning: Enable executive staff to be internally responsive and actively engaged externally through proactive and agile management of complex calendars. Optimize schedules and manage travel to align with organizational goals.
• Project management: Work closely with staff to advance strategic projects and priorities, including tracking progress and identifying and advancing next steps.
• Internal coordination and management: Enable effective coordination and management of the center by facilitating internal communication and collaboration as guided by executive staff, including ensuring that meetings have a clear purpose, present relevant and necessary information, and include key individuals.

• Stakeholder engagement: Facilitate smooth, diplomatic communication and coordination of efforts between the executive/organization staffs and internal/external stakeholders, as needed and directed across time zones, to support Shangri La’s key initiatives.
• Process enhancement: Improve Shangri La’s operations by identifying opportunities and solutions, and implement process improvements, including and especially through the use of contemporary technology.

• Special projects: Advance organizational priorities by taking on special tasks and assignments from other members of Shangri La’s team, as needed.
• Other duties as assigned.

QUALIFICATIONS

• Demonstrated drive. Proactive, communicative.
• Exceptional organizational skills and attention to detail. Fluent in handling confidential matters.
• A capable writer, including email correspondence and drafting/editing work on behalf of the executive team.
• Resourceful and adaptive, able to manage multiple priorities simultaneously.

• Thrives in a dynamic environment and is driven to maximize impact.
• Facility with and interest in technology, especially for productivity.
• Desire to proactively contribute to the leadership of a multifaceted, mission-driven enterprise.
• Exhibits excellent judgment, high integrity and discretion at all times.

• Anticipated hiring salary range is $57,000-$71,000, and the final offer will depend on experience.
• Industry-leading benefits.

OUR VALUES

The following values underpin everything we do in pursuit of our mission across the Doris Duke Foundation:

Integrity: We must be honest and ethical in all that we undertake. As a group of private foundations, we are accountable to the many stakeholders affected by our work.

Excellence: We will insist on the highest standards of performance in fulfilling our mission, will ground our work in best practices and will make decisions based on the best available information.

Openness and Imagination: We will be listening and learning organizations that are responsive to ideas and opinions from a variety of sources. We value imagination and creativity, the ability to think in new ways about the work we do and how we do it.

Collaboration: We value a collaborative and supportive environment in which to advance our mission and objectives. Creating a working environment that promotes trust, honesty and respect within our organizations is as important as earning the trust and respect of our colleagues and peers in the fields in which we work.

Diversity, Equity and Inclusion: We believe in the essential value that a diverse set of perspectives, experiences and abilities brings to the table. Our commitment to the values of diversity, equity, inclusion and social justice is an ongoing, active engagement reflected in our funding areas, grantees, museums, centers, board and staff. At the core of our work is a dedication to serving and learning from organizations and individuals addressing inequities and working toward a more just, healthy and inclusive society. (Learn more about our commitment to diversity, equity and inclusion, and how we incorporate this value into our work.)

The Doris Duke Foundation is committed to inclusive hiring and equal employment opportunity. We strongly encourage candidates of all identities, experiences, orientations and communities to apply. Our recruiting and employment practices adhere to all applicable federal, state and local laws, including the Americans with Disabilities Act. We provide reasonable accommodations for persons with disabilities. If a reasonable accommodation in the job application process is needed, please contact us here.