Administrative Assistant

Na Ali'i is looking for an Administrative Assistant to support the success of the Nakupuna Companies by providing administrative support in a fast-paced office environment with a variety of moderate tasks and functional activity.

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 Human Resources Manager.

  Virgina Front Office

• Manage the 10th floor reception area
• Ensure employees and visitors are greeted in a friendly and professional
• Ensure all visitors are electronically sign-in
• Process the conference room reservation requests for internal and external meetings or conferences
• Record, transcribe, and/or distribute minutes of meetings, as neccessary
• Manage the parking validation process for visitors and new hires; ensure funding is never depleted
• Send and distribute all mailings received or sent through USPS and FedEx; manage postage and supply inventory for mail
• Manage monthly company-wide employee recognition program
• Assist with monthly All-Hands Meeting scheduling and day of support
• Assist the Corporate Events Coordinator with staple company events
• Manage and distribute corporate communications mailers
• Coordinate company event with the other office Hui Admin team
• Order and set up monthly company breakfast or luncheons or as requested
• Maintain cleanliness of all office kitchen spaces
• Make coffee daily and as needed
• Load/unload dishwasher
• Fill snack baskets daily for all suites in the Virginia
• Purchase and record inventory of snacks and office supplies; maintain appropriate inventory levels

Onboarding/HR Support

• Distribute new hire swag to all new employees
• Order business cards

Facilities Maintenance

• Place service calls as needed for office equipment under maintenance
• Coordinate a range of facility maintenance requirements directed by the Facilities Department
• Set up and maintain a wall-cleaning schedule for conference rooms in all suites in Virginia  

Senior Leadership

• Provide administrative support, as needed
• Complete monthly expense reports in Concur

Additions

• Provide client facing surge support, as needed
• Other duties as assigned or directed 

Skills/Qualifications: Excellent communication, organizational, and problem-solving skills,attention to detail and accuracy, solid judgment, and decision-making ability, takes initiative and is adaptable.

Physical Requirements: At a minimum candidates must, be able to meet the following physical requirements.

• Sit for long periods of time.
• Ability to use stairs without assistance.
• Requires sufficient mobility to be physically active or required to stand for long periods.
• Ability to occasionally bend, stoop, crouch, stretch or twist.
• Ability to safely lift, push, pull or carry up to 25 pounds.
• Ability to engage in and follow audible communications in an emergency.
• Vision sufficient to read computer screens, printed documents, and to operate assigned equipment.

Education and Experience:

• High school diploma or GED.
• This position requires at least one year’s experience providing administrative.
• Computer skills and working knowledge of relevant software such as MS Office Suite. Knowledge of standard office administrative practices and time management.
• Must be able to obtain Public Notary.
• Must be a U.S. citizen.
• Willing and able to obtain government security clearance.