What are the responsibilities and job description for the Administrative Assistant position at Pacific Forum?
Administrative Assistant
Pacific Forum | Honolulu, HI | Full-time | Start date ASAP | $42,000–$52,000 per year, depending on experience
About Us
Founded in 1975, the Pacific Forum is a non-profit foreign policy research institute based in Honolulu. We work on political, security, economic, and national security issues across the Indo-Pacific, bringing together leaders from academia, government, and business through research, publications, and dialogue.
About the Role
We're looking for an organized, friendly Administrative Assistant to keep the Pacific Forum office running smoothly. You'll be the first point of contact for callers and visitors, and the person staff, fellows, and guests rely on for everyday support. The role also includes support with accounts payable, billing, and bookkeeping, along with visitor and exchange programs, fellowships and internships, HR administration, and publication formatting. If you enjoy variety and being a proactive, go-to person in a mission-driven team, this is a great fit.
What You'll Do
- Answer phones, greet visitors, and manage the front desk
- Process payables, support billing, and handle general bookkeeping
- Support our fellowship, internship, and visitor programs with onboarding, documentation, recordkeeping, and logistics
- Run daily office operations, including supplies, filing, and transportation and parking coordination
- Format and prepare publications for electronic distribution
- Provide general HR administrative support
- Work with building management on facility needs and keep office equipment running
- Support events and programs during busy periods
*This is an in-person position, 5 days a week.
Qualifications
Required
- Bachelor's degree or equivalent combination of education and experience
- 1–2 years of administrative experience
- A professional, welcoming phone and front desk presence
- Familiarity with basic accounting concepts, accounts payable, and billing, and comfort working with numbers
- Strong organizational and communication skills, and a sharp eye for detail
- Proficiency in Microsoft Office and comfort learning new software systems
- Discretion with confidential information
Preferred
- 3 years of administrative experience
- Hands-on bookkeeping experience, including accounting software such as QuickBooks and bill.com
- Experience supporting visitor, exchange, or fellowship programs
- Publication formatting experience
- HR administration experience
What We Offer
$42,000–$52,000 per year, depending on experience. Benefits, paid time off, retirement plan, and professional development.
How to Apply
Send your resume and a brief cover letter to careers@pacforum.org.
Please apply by October 30
Please include "Administrative Assistant" in the subject line.
Applications will be reviewed as received, and the position will remain open until filled.
Applicants must follow these instructions to be considered.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
- Work Location: In person
Salary : $42,000 - $52,000