Administrative Assistant

Na Ali'i is looking for an Administrative Assistant 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.

  Front Office

• Manage the CO office
• 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 necessary
• Send and distribute all mailings received or sent through USPS and FedEx; manage postage and supply inventory for mail
• Coordinate and plan office arrangements for the monthly All-Hands Meeting scheduling and day of support
• Assist and or lead corporate events that are ad hoc or staple company events - e.g. ski day, baseball game, summer picnic, holiday party
• Manage and distribute corporate communications mailers
• Order and set up monthly company breakfast or luncheons or as requested
• Maintain cleanliness of all office kitchen  and general office spaces
• Make coffee daily and as needed
• Load/unload dishwasher
• Fill snack baskets
• Purchase and record inventory of snacks and office supplies; maintain appropriate inventory levels
• Coordinate and execute annual office holiday decorations
• Manage/coordinate the holiday card process
• Create and send weekly communications/events email
• Arrange housing as needed for field crews, as needed assist with travel
• Assist staff with reports e.g., printing, binding, CD printing, etc
• Liaise with internal staff at all levels

Onboarding/HR Support

• Distribute new hire swag to all new employees
• Manage the online company store, add/remove inventory items and quantities, and assist with AP/AR reconciliation
• Order and distribute t-shirts and coats for field staff

Facilities Maintenance

• Set up and maintain a wall-cleaning schedule for conference rooms
• Purchase and record inventory of bathroom supplies; maintain appropriate inventory levels

Senior Leadership

• Provide administrative 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 support. Knowledge of standard office administrative practices and procedures.
• Computer skills and working knowledge of relevant software such as MS Office Suite. 
• Must be able to obtain Public Notary.
• Must be a U.S. citizen.

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 $24.28 to $36.30 (hourly USD). The salary range displayed represents the typical wage range for this position and is just one component of Nakupuna Companies total compensation package for employees.