Administrative Assistant - Liliuokalani Center

Job Purpose

The Administrative Assistant position is responsible for supporting the overall administrative operations of the Liliuokalani Center, including managing office systems, supplies, and reception services. This role coordinates scheduling and communications for executives, directors, team members, and youth participants, and assists with documentation, data management, and internal communications. The position also plays a key role in customer service, event coordination, and light financial tasks to ensure efficient and effective day-to-day operations of the Center.

Lili’uokalani Center (LC):  

Informed by a deep understanding of the adolescent experience and grounded in Hawaiian culture, the Liliuokalani Center provides Hawaiian youth with opportunities to connect to peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. LC serves as a safe, joyful, and inspiring space where youth can play, learn, build connections, and explore interests in arts, sports, technology, and entrepreneurship while receiving wraparound support.   

Essential Responsibilities

• Manages office supplies and inventory; maintains a clean, organized, and welcoming workspace; handles incoming and outgoing mail and packages.
• Coordinates and schedules meetings, appointments, and travel arrangements for executives, directors, staff, and youth participants at Liliuokalani Center.
• Answers and directs phone calls, emails, and other communications; supports updates and maintenance of the LC intranet and internal communications systems.
• Prepares and edits documents such as meeting minutes, reports, presentations, and forms; ensures accurate document retention and filing systems for easy retrieval.
• Provides administrative support including data entry, assistance with the annual report and budget, and oversight of office equipment maintenance and usage.
• Greets and assists visitors; responds to inquiries and resolves issues with professionalism and discretion, particularly when handling sensitive information.
• Assists in organizing and coordinating internal and external events, meetings, and conferences for LC leadership, staff, and youth.
• Processes invoices, tracks expense reports, and assists with basic bookkeeping and financial documentation related to administrative operations.

Other duties:

• Contributes to the Trust’s success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results.

Qualifications

• Associates and or Bachelor’s Degree or equivalent experience preferred.
• Minimum 1-3 years of experience in administrative or office support.
• Experience working with youth or comfort in youth-focused environments preferred.
• Strong management, administrative, organizational, interpersonal, and writing and presentation skills are required.
• Demonstrated initiative, professionalism and ability to work independently.
• Proficient in Word, Excel and PowerPoint. 
• Excellent verbal and written communication skills.

• Valid State of Hawaii Driver’s License required.

Job Competencies

• Aloha: awareness and approach to the work with compassion, empathy, and kindness.
• ‘Imi Na’auao: a constant desire for seeking knowledge; lifelong learner.
• Po’okele: desire to perform in excellence.
• Wiwo’ole: maintain a courageous, brave, and fearless mindset.
• Pono: understand the appropriateness of time, place, reason, people, and tools

• Kuleana: bring a deep sense of responsibility and accountability Aloha: awareness and approach to the work with compassion, empathy, and kindness.

• Communication:  Clearly convey and receive information and ideas both orally and in writing.  Engage the listener and invite response and feedback.  Demonstrate strong written, oral, and listening skills
• Problem Solving:  Ability to problem solve and mediate in the center.  Has prompt good judgement and common sense.  Ability to exercise sound judgement in safeguarding confidential or sensitive information
• Collaboration:  Ability to interact effectively with youth, community partners, and multi-disciplinary teams.  Knowledge of community resources and services
• Ethical Practice:  Model the highest level of ethical behavior, integrity, and social responsibility.  Ability to exercise sound judgement in safeguarding confidential or sensitive information.  Uphold and embody all LT values
• Cultural Competence:  Respect and relate well to people from varied backgrounds and sensitive to group differences.  Experience working with at-risk youth and ability to apply positive youth development principles to that work
• Relationship Management:  Experience working with staff at all levels in a collaborative environment; ability to promote and sustain positive workplace values and relationships
• Interpersonal Skills:  Ability to work well under pressure and to remain calm and controlled when faced with challenging situations

Organization Competencies

• Alignment with Queen’s legacy:  Understanding and appreciation of Queen Liliuokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.

• Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement. 
• Ho`ike i na Mana`o Pono (Effective Communication):  Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.  

• No'ono'o loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations

• Ho'o kumu a'e  or `Imi hakuhia (Innovation):  Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.
• Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust):  Manages relationships to create optimal opportunities and move the organization forward.

• Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.
• Ho`onui I ka `Ike (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others.

Mental and Physical Demands:

• Perform light physical work, including climbing, stooping, kneeling, crouching, reaching, and lifting weight of up to 25 pounds. Exposed to outdoor climate and diverse terrain.
• Ability to sit, stand, and work at a computer for extended periods.

Terms and Conditions of Employment

As a condition of employment, employee will be subject to LT’s policies and procedures.

Job Title: Administrative Assistant, Liliuokalani Center

Reports to: Manager, Business Operations – Liliuokalani Center

FLSA Status: FT; Non-Exempt

Aligned Executive: President and Chief Executive Officer

Kipuka: Liliuokalani Center  

Department: Liliuokalani Center - Office Operations