Executive Assistant
Executive Assistant
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Job Description
Essential Functions
Executive and Administrative Support:
Manage executive communications including handling calls responding to emails and liaising with internal teams and external partners.
Coordinate calendars schedule meetings and appointments and arrange complex travel itineraries.
Provide direct administrative support to senior leadership.
Meeting and Event Coordination:
Organize schedule and take detailed records for Hawaii-based Gemini/NOIRLab meetings; greet attendees for in-person sessions.
Schedule and document Maunakea Observatory Directors meetings.
Support logistics and facilitation for NOIRLab meetings hosted in Hilo.
Collaborate on planning and hosting Hawaii-based observatory social events.
Financial and Records Management:
Reconcile vendor invoices and statements.
Manage and balance the Directors discretionary fund and AURA management accounts.
Curate and maintain documentation in Google Drive Docushare and physical filing systems.
Policy and Compliance:
Track and maintain Hawaii-specific policies and procedures on internal platforms.
Ensure adherence to government award terms and conditions via the Vela Award Management system.
Uphold AURA property management responsibilities including the reporting of lost or malfunctioning items.
Team Collaboration and Support:
Coordinate with the Hawaii Facilities Operations (HFOps) group to support special events.
Perform other duties as assigned.
Other Functions
- Assist and coordinate with Hawaii Facilities Operations (HFOps) group in support of special events
- Other duties as assigned
Requirements:
- Associates degree in business or related field
- At least 2 years of administrative support experience or equivalent of 5 or more years of relevant experience in an administrative assistant position
- Excellent written and verbal communication skills as well as excellent interpersonal skills: ability and desire to cooperate coordinate and interface with all levels of personnel both internal and external to the organization with a positive attitude.
- As a key member of the Gemini team we expect you to have the ability to balance competing priorities within a dynamic environment filled with interruptions: create a calm fluid environment while shifting gears maintain accuracy and complete a volume of various activities on a daily basis.
- It will be important to have strong coordination abilities: prioritize projects and tasks and provide guidance and direction to support staff as well as proficiency with Google Workspace Microsoft Office products especially Word Excel and PowerPoint and be at an advanced level with spreadsheets and document editors.
Preferences
Experience using modern communication and collaboration platforms (e.g. chat tools knowledge management systems Zoom).
Familiarity with working in a matrixed organizational structure.
Proficiency in spoken Spanish is highly valued due to the international nature of the NSFs NOIRLab operations.
Work Environment
This position operates in a professional office environment and routinely utilizes standard office equipment including computers phones and copiers. The work environment is generally quiet and may involve working in close proximity to others depending on the needs of the specific function.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to remain in a stationary position at least 50% of the time.
- Occasional need to move about inside the office environment to access files office tools attendance in a meeting room etc.
- Constantly operates a computer and other office productivity tools that require fine motor skills such as a calculator copy machine computer printer etc.
- May occasionally need to position self to maintain computer and related tools.
- Seldomly needed to move objects up to 10 pounds.
- Constant communication with other individuals. Must be able to discern and exchange information as appropriate to the situation.
- Constant need to distinguish discern and identify a variety of objects and fine details with accuracy.
- Some travel may be necessary in or outside the contiguous United States including travel to the various observatory sites (Arizona Chile and Hawaii).
- Occasional work at high elevation summit sites may be required (summit elevations range from 6800 feet to 14000 feet).
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required by personnel so classified.
This Institute promotes Equal Employment Opportunity workplace that includes reasonable accommodations to otherwise qualified disabled applicants and employees.
Salary Range
$41.00 - $47.00 per hour. The final salary will depend on skills qualification and experience.
AURA offers an excellent benefits package including paid time off and retirement contributions competitive salary commensurate with experience and a very attractive work environment. Details on benefits can be found atBenefits by Location - Aura Human Resources.
How to Apply
Apply byJune 10th for priority consideration. This position will remain open until it is filled. Please submit a cover letter and a CV or resume PDF files preferred. Please name any attachments with the following format: LastName DocName.
Individuals needing assistance with the employment process can request assistance at
Employment Type
Full-Time
