Office Assistant (Full-Time)

JOB SUMMARY

Are you a Maui-based administrative professional with strong technical and interpersonal skills who thrives in a dynamic office environment? We are seeking a dependable, detail-oriented Office Assistant who can balance front office responsibilities with administrative and operational support. This role requires sound judgment, the ability to work independently and collaboratively, and a high level of professionalism when interacting with staff, partners, stakeholders, and the public. In-person attendance during regular business hours is required.

KEY RESPONSIBILITIES

Front Office & Communication Support

• Greet clients, partners, and visitors in person and via phone with professionalism and aloha
• Monitor and manage shared email and voicemail inboxes, ensuring timely and accurate responses
• Receive, log, and distribute mail, parcels, and equipment deliveries
• Serve as a point of contact between staff and internal/external stakeholders

Scheduling & Coordination

• Assist with managing calendars, schedules, and room bookings, anticipating conflicts and prioritizing needs
• Assist with coordinating meetings and events, including agendas, reminders, logistics, and note-taking

Administrative & Document Management

• Organize, maintain, and retrieve digital and physical files, contracts, and records with accuracy and confidentiality
• Track and file contracts and agreements with vendors and clients
• Prepare basic correspondence, reports, collateral, and presentations as needed

Operational & Financial Support

• Support travel arrangements for staff, including flights, lodging, and transportation when required
• Help track deadlines, action items, and simple project deliverables
• Assist with purchase orders, expense reports, and other administrative processing

Program & Special Project Support

• Assist with program-related tasks such as event logistics, collateral preparation, research, and product or vendor comparisons
• Provide general support for special projects and cross-department initiatives as assigned

DESIRED SKILLS & QUALIFICATIONS

Technical Skills

• Proficiency working in a cloud-based environment using Office 365 (Outlook; Excel; Word; PowerPoint; Teams)
• Comfort learning new systems; experience with accounting software is a plus

Professional Skills

• Polished written and verbal communication skills
• Strong attention to detail with the ability to see the big picture
• Ability to adapt, problem-solve, and manage multiple priorities in a fast-paced environment
• Collaborative team player who can also work independently with minimal supervision
• Professional demeanor and discretion when handling confidential information

Experience

• Administrative, office assistant, or related experience preferred

ABOUT THE ORGANIZATION

Since 1982, the Maui Economic Development Board (MEDB), a 501c3 nonprofit corporation, has been working with businesses, government, educators, and community leaders to support the development of a robust and balanced economy that benefits the people of Maui County.

Pay: $20.00 - $22.00 per hour

Benefits:

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

Work Location: In person

Salary : $20 - $22