Executive Assistant/Office Manager

Executive Assistant and Office Manager

Position Summary

Dorvin D. Leis Co., Inc. is seeking an experienced Executive Assistant and Office Manager to provide high-level administrative support to the Executive Vice President while overseeing daily office operations and shared administrative services across company locations.

We are seeking a highly motivated, proactive, and cheerful individual who is organized, service-oriented, and able to anticipate needs. The successful candidate must manage competing priorities with sound judgment, professionalism, and a high level of confidentiality.

Key Responsibilities

Executive Support

• Manage the Executive Vice President’s calendar, meetings, appointments, priorities, and follow-up items.
• Coordinate internal and external meetings, including agendas, materials, technology, meals, and other arrangements.
• Review and prioritize communications, inquiries, meeting requests, and time-sensitive matters.
• Coordinate executive travel, lodging, transportation, itineraries, reservations, and expense documentation.
• Serve as a professional liaison with employees, customers, business partners, vendors, and other stakeholders.
• Support leadership meetings, company events, executive initiatives, and special projects.
• Handle occasional personal administrative matters when necessary to support the executive’s effective time management.
• Anticipate administrative needs and proactively address scheduling, coordination, and follow-up matters.

Office Management and Administration

• Oversee daily office operations and maintain a professional, organized, and welcoming workplace.
• Coordinate mail services, conference rooms, shared spaces and vendors.
• Maintain office procedures, shared calendars, contact lists, administrative records, and vendor information.
• Coordinate employee onboarding logistics, meetings, company events, and special projects.
• Coordinate executive travel and housing arrangements, maintain related records, and submit supporting documentation to Accounts Payable.
• Serve as a shared administrative resource across company locations without functioning as a dedicated assistant to individual employees.
• Identify opportunities to improve administrative processes, office organization, and service delivery.

Visitor and Office Coverage

• Provide professional shared coverage for incoming calls, general inquiries, visitors, deliveries, and office needs.
• Coordinate visitor arrivals, meeting room requirements, mail, deliveries, and express packages.
• Balance office coverage with executive support and broader office management responsibilities.

Confidentiality and Professionalism

• Protect confidential employee, executive, financial, legal, project, travel, and business information.
• Exercise discretion and share sensitive information only with authorized individuals who have a legitimate business need.
• Interact professionally with employees, visitors, customers, vendors, business partners, and company leadership.
• Manage changing priorities, interruptions, and time-sensitive requests with composure and accuracy.

Qualifications

• Five or more years of progressively responsible experience in executive support, office management, administration, hospitality, or a comparable role.
• Experience directly supporting a senior executive, business owner, or organizational leader.
• High school diploma or equivalent required. An associate or bachelor’s degree in business administration, management, hospitality, or a related field is preferred.
• Experience managing executive calendars, meetings, travel, correspondence, presentations, expenses, and confidential information.
• Experience coordinating office vendors, supplies, equipment, facilities requests, purchasing documentation, or similar administrative operations.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.
• Current State of Hawaii Notary Public commission required.
• Excellent organizational, written and verbal communication, customer service, problem-solving, and time-management skills.
• Strong attention to detail and the ability to manage multiple responsibilities independently through completion.
• Highly motivated and proactive, with a cheerful, professional, and service-oriented approach.
• Experience supporting multiple business locations is preferred.
• Experience in construction, mechanical contracting, engineering, field services, or another project-based organization is preferred but not required.
• Valid driver’s license and reliable transportation for occasional local business errands.
• Candidates must currently reside in Hawaii.

Pay: $65,000.00 - $82,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of experience do you have directly supporting a senior executive, business owner, or organizational leader?
• Do you have experience managing executive calendars, meetings, travel arrangements, correspondence, and expense documentation?
• Do you have experience booking corporate travel through a company business account?
• Are you advanced in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat?
• Do you currently reside in Hawaii?
• Do you currently hold a valid notary public certification?

Work Location: In person

Salary : $65,000 - $82,000