Hawaii Executive Assistant

Employment Type:Full-Time

Job Summary

The Hawaii Executive Assistant provides high-level administrative project coordination procurement and logistics support to executive leadership and project teams. This role is essential to ensuring efficient operations effective communication and successful project execution across multiple locations. The ideal candidate is highly organized detail-oriented and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide administrative and clerical support to executive leadership.
• Support HR functions as needed including onboarding/offboarding coordination and assisting with administrative HR tasks.
• Maintain accurate records files and documentation.

Project Coordination Support

• Assist with planning scheduling budgeting and tracking project timelines and deliverables.
• Maintain project documentation and support the use of project management tools.

Procurement Logistics & Inventory Support

• Source materials supplies equipment and services by obtaining vendor quotes and coordinating purchases.
• Track orders shipments and delivery schedules to ensure timely receipt of goods.
• Receive inspect and verify deliveries against purchase orders.
• Maintain inventory records and track assets and stock levels.
• Report discrepancies shortages or damaged goods and coordinate vendor resolutions.
• Support receiving and distribution of materials at Hawaii-based locations.

Communication & Coordination

• Serve as a liaison between executives project teams vendors and clients.
• Distribute updates reports and key information in a timely manner.
• Support decision-making by organizing and presenting relevant information.

Travel & Flexibility

• Work in a dynamic environment across remote/home and field locations.
• Travel locally as needed.
• Maintain flexibility to support changing priorities and project needs.

Required Skills & Qualifications

• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office (especially Excel).
• Strong communication and multitasking abilities.
• Ability to work independently and manage competing priorities.
• Problem-solving mindset and adaptability in fast-paced environments.

Preferred Experience

• Supporting cross-functional teams or executive leadership.
• Experience in logistics supply chain or government contracting environments.
• Familiarity with ERP or project management systems.

Working Conditions

• Full-time position.
• Combination of remote/home office and field-based work.
• Occasional travel and schedule flexibility required.

Pay: $85000.00 - $100000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Honolulu HI 96819