Executive Assistant

Na Ali'i is looking for a Executive Assistant to support the success of the Nakupuna Companies by providing facilities and administrative support in a fast-paced office environment with various moderate tasks and functional activities.

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time.

This position reports directly to the Facilities Project Manager.

Conference Room and Team Support

Provide technical support for Microsoft Teams Users, including Teams Telephony handsets
• Assist users in the configuration, use, and setup of meeting rooms and meeting room technology
• Responsible for clerical and organizational tasks including organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages
• Greet employees and visitors
• Restock office and kitchen supplies

Facilities Maintenance

• Oversee all activities inside the building, making sure health and safety standards are met and arranging for repairs when needed
• Plan and manage central services such as reception, security, cleaning, catering, waste disposal, and parking
• Place service calls as needed for office equipment under maintenance contracts
• Coordinate a range of facility maintenance requirements directed by the Facilities Department

Facilities Project Support

• Access Control
• Hands-on troubleshooting of issues
• Conduct and document regular inspections
• Supervise maintenance and repair of facilities and equipment
• Oversee facility refurbishment and renovations
• Implement best practices to increase efficiency
• Obtain quotes from vendors and suppliers
• Calculate and compare costs for goods and services to maximize cost-effectiveness
• Negotiate contracts to optimize delivery and cost savings

Skills/Qualifications: Organizational and planning skills, excellent communication, customer service, organization, and problem-solving skills. Problem analysis, attention to detail and accuracy, solid judgment, and decision-making ability, takes initiative, and is adaptable and customer-oriented with solid judgment. Facilities Management certifications are preferred.

Education / Experience:

• High School Diploma or GED equivalent is required. An associate degree is preferred
• The ideal candidate must thoroughly know Microsoft Office 365, Windows, Office, and desktop software
• 3 years of working experience is required
• Working experience in or working for the U.S. military is also highly desirable
• Must be a U.S citizen

Physical Requirements: In addition to the skills and qualifications mentioned above, candidates must, at a minimum, be able to meet the following physical requirements.

• Ability to lift up to 25 pounds
• Ability to use stairs without assistance
• Ability to perform repetitive motions with the hands, wrists, and fingers
• Ability to engage in and follow audible communications in emergency situations
• Ability to sit for prolonged periods at a desk and working on a computer

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $50,000.00 to $60,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.