Executive Assistant - National Kidney Foundation of Hawaii

The Executive Assistant provides high-level administrative and event coordination support to the President & CEO. This position ensures smooth day-to-day operations of the executive office while assisting in the planning, coordination, and execution of NKFH’s community, donor, and fundraising events.

The role requires professionalism, strong organizational and interpersonal skills, and the ability to manage multiple priorities with discretion and accuracy. The Executive Assistant serves as a key liaison between the CEO, staff, board members, and community partners to ensure efficient communication and effective event delivery aligned with NKFH’s mission and values.

Essential Duties and Responsibilities

• Provide direct administrative support to the President & CEO, including scheduling, calendar management, meeting coordination, correspondence, and filing.
• Assist in planning and executing NKFH events, including fundraisers, board meetings, health fairs, and community outreach programs.
• Coordinate event logistics such as venue booking, vendor management, catering, equipment, supplies, and volunteer scheduling.
• Prepare event materials (e.g., invitations, registration lists, name tags, signage, and sponsorship packets).
• Track and manage RSVPs, attendee communications, and post-event acknowledgments.
• Support event budgeting and expense tracking in coordination with finance.
• Maintain and update databases (e.g., Salesforce, Outlook) with donor and event information.
• Coordinate travel, lodging, and itineraries for the CEO, board members, and visiting partners.
• Prepare agendas, minutes, and presentation materials for meetings and events.
• Maintain confidentiality of sensitive information and represent the CEO and organization with professionalism.
• Manage communications and follow-ups with donors, board members, and external partners.

Other Duties

• Support cross-departmental projects and special initiatives led by the CEO.
• Represent NKFH professionally at events and in community engagements.
• Participate in organizational meetings and trainings as needed.
• Maintain a high level of integrity and accountability in all administrative functions.
• Perform other related duties as assigned to support the CEO and overall mission of NKFH.

Qualifications

Education and Experience

• Associate’s degree in Business Administration, Communications, or related field required; Bachelor’s degree preferred.
• Minimum of three (3) years of administrative, executive support, or event coordination experience.
• Experience working in a nonprofit or mission-driven organization is strongly preferred.

Skills and Abilities

• Strong organizational and time management skills with the ability to handle multiple projects simultaneously.
• Excellent written and verbal communication skills with a professional and positive demeanor.
• Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and database systems (Salesforce preferred).
• Demonstrated ability to plan and execute events with attention to detail and quality.
• High level of discretion, integrity, and confidentiality when handling sensitive information.
• Ability to work independently, take initiative, and collaborate effectively across teams.
• Flexible schedule with willingness to work occasional evenings and weekends for events.
• Valid driver’s license, proof of insurance, and reliable transportation required.