Executive Assistant

Provides administrative and secretarial support to the General Manager. Manages the executive schedule, arranging appointments, travel, meetings, and conference calls. Plans and executes a wide range of functions including responsibility for personnel administration, tenant and employee relations, payroll and records management. Assists in the preparation of financial statements and budgets. Manages the Symphony Honolulu Residential Database, updating and maintaining new and current resident information. Creates and maintains all forms and signs regarding Symphony Honolulu. Work requires some analysis and use of initiative and independent judgment with frequent access to confidential and highly complex information. Is knowledgeable of corporate policy and is often called upon to interpret and communicate the General Manager’s intent to other managers.

DUTIES AND RESPONSIBILITIES

A. Essential Job Duties
1. Prepares letters, reports, and other correspondence of a confidential nature requiring judgment as to appropriate format. Prepares reports to the Board of Directors as requested by the Board or General Manager
2. Answers routine correspondence independently or replies according to general instructions from the General Manager. Prepares memos for issuance to employees regarding operational or administrative matters.
3. Screens telephone calls, personal and confidential mail, fax messages, and a variety of general correspondence. Refers calls, mail, and correspondence to the General Manager according to priority.
4. Interacts directly with tenants, guests, visitors, and business representatives. Provides first line assistance and support regarding questions, complaints, or directions. Refers unusual or difficult situations to the General Manager.
5. Assists General Manager in the preparation and administration of the company’s financial operations:
     a. Assists in the preparation of the budget prior to the new fiscal year.
     b. Assists in reviewing and preparing work papers and documents for the annual budget, including operating expenses, depreciation, interest,
insurance, administrative, and fiscal matters.
     c. Assists in the preparation of spreadsheets and database analysis of actual performance to budget throughout each fiscal year.
6. Develops, prepares, and publishes special tenant-directed newsletters, postings, website, and informational matter:
     a. Prepares orientation packets for issuance to all new residents
     b. Writes and composes the “Symphony Honolulu Newsletter” with the support and input of the General Manager. Submits the final copy for review and approval of the manager.
     c. May develop a monthly “Symphony Honolulu Calendar” issued to all tenants before each month. The calendar includes a listing of special events, scheduled cleaning and maintenance, and other news items of significance to the tenants.
     d. Maintains and updates the company bulletin boards for tenants and employees and ensures the posting of all relevant internal and legal
information.
     e. Maintains and updates the informational system in the elevators for tenants and commercial advertisers and ensures the posting of all relevant
information.
     f. Maintains and updates the symphonyhonolulu.net web site relevant information and updates.
     g. Maintains and updates the Residential database with relevant information.
7. Coordinates arrangements for off-premises meetings, seminars, or workshops. May represent the General Manager at meetings, as directed.
8. Maintains administrative and personnel files, including payroll and medical files, office correspondence, legal documents, purchase orders and invoices, reports and proposals.
     a. Handles the initial processing of new hires and ensures accurate completion of required personnel forms. Enters all documents into the employee’s
personnel file.
     b. Monitors employees’ service anniversary dates for accurate and timely application of benefits.
     c. Updates and purges employee files periodically. Communicates all wage and benefit adjustments to affected employees.
9. Coordinates the company’s employee timecards; clarifies discrepancies and unusual entries.
     a. Monitors and examines employees’ time and attendance; clarifies discrepancies and unusual entries.
     b. Completes timesheets for each payroll period and submits timesheets to Associa Hawaii for processing.
     c. Ensures the timely and accurate enrollment of new and current employees in all relevant benefit plans.
     d. Processes departmental requests for equipment and supplies. Prepares invoices, places orders, and arranges for deliveries and/or pick-ups. Verifies accuracy of order upon receipt. 

     e. Prepares invoices for payment of billings subject to approval of the General Manager. Upon approval, each invoice is date/time stamped; affixed with the manager’s signature stamp verifying approval; assigned a budget code; and referred to Hawaiiana Management for payment.

B. Marginal Job Duties:
1. Attends to the business needs of the General Manager; performs special errands and tasks, as directed.
2. May make minor administrative decisions requiring initiative, judgment, and knowledge of Symphony Honolulu practices, policies and organization.
3. Performs other related duties, as directed or required.

Qualifications:

A. Experience:

• Minimum two (2) or more years’ experience as a secretary at an executive level.
• Equivalent experience in accounting procedures and elementary financial analysis combined with personnel and wage and benefits administration.
• Must exercise a high degree of professionalism, patience, confidentiality, diplomacy, and tact in interacting with a wide variety of personalities.

B. Knowledge:

• Working knowledge of basic accounting procedures, with ability to understand, prepare, analyze, and utilize financial statements, budgets, and financial spreadsheets.
• Word processing skills in Word; literacy in Microsoft; 60-70 wpm typing ability.
• Familiarity with operation of multi-line phone systems and desk-top publishing highly desirable.
  Strong written and verbal communication skills. Ability to work independently and interact effectively with tenants, staff and visitors.

C. Education / Training:

• Secretarial science, Business School graduate or equivalent education.
• College degree in Business Administration or Human Resources preferred.
• Relevant training in both disciplines desirable.