Administrative Assistant (PIDP)

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Pacific Islands Development Program (PIDP) is seeking an Administrative Assistant (AA) to provide high quality, complex and routine administrative support to the senior leadership team. This position manages multiple streams of important and time-sensitive clerical, fiscal, and travel-related work, using communication, judgment, and multitasking to prioritize tasks and keep PIDP operations running smoothly. The AA relies on excellent organizational skill and attention to detail to correspond with university scholars, government offices, and international partners; manages schedules of domestic and international travel and events and maintains rigorous records of contractual and budgetary arrangements. The AA supervises student assistants and interns in the program and works closely with the Deputy Director and senior leadership of PIDP. The AA works independently and cooperatively with other staff as required, using good judgment to achieve the expected outcomes.

MAJOR DUTIES:

• Develops and maintains office procedures needed to ensure the smooth functioning of the office, especially managing control records and filing systems for incoming correspondence, contracts, invoices and action documents, and follows up on work in progress to ensure timely reply or action.
• Reads all incoming program correspondence, determines proper action, and at times may prepare answers prior to referring the correspondence to PIDP leadership. Types and processes confidential material and makes distribution as directed, using the utmost discretion in the process.
• Maintains PIDP inventory of desktops, laptops, printers, cell phones, and other equipment to support PIDP activities.
• Maintains online calendar of PIDP events and works with appropriate staff to resolve schedule conflicts, assign space for events and staff offices, and keep the PIDP staff informed of upcoming events.
• Receives visitors and telephone calls to PIDP and to the Director of PIDP. Ascertains nature of business and determines appropriate action. Refers important business and high-ranking visitors to appropriate staff.
• Maintains and protects the privacy and confidentiality of high-ranking visitors to PIDP, coordinating security details as needed in consultation with senior leadership of PIDP.
• Informs staff of regular and special staff meetings, ensures that an agenda is prepared and distributed prior to the meeting, takes meeting minutes.
• Composes, edits and organizes of a variety of administrative material including email and print correspondence, travel arrangements, meeting agendas, event schedules, contracts, detailed computerized financial and administrative forms, scholarly and technical materials. Checks outgoing material for correct mathematical calculations, English grammar, punctuation, spelling, usage and style compliance and performs minor editing.
• Independently supports the senior PIDP leadership team to set mutually understood priorities for the multiple workstreams in PIDP. With clear priorities in mind, responds to incoming correspondence and tasks, and uses good judgment to determine which can be acted upon personally and uses initiative and takes necessary actions.
• Assists in preparation of reports and grant proposals by gathering materials and information, ensuring that all forms and component parts have been completed, and that the final product is complete and professionally presented.
• Makes necessary arrangements for staff travel, prepares transportation or hotel reservations, gathers background information for trips as appropriate, notifies organizations and office to be visited, keeps in touch with those traveling and prepares itineraries and travel documents in accordance with current policies, working in coordination with the Fiscal Officers and the Disbursing Officers. Helps to write thank you and follow-up notes to people PIDP leadership has met with during travel and helps follow through on items requiring action.
• Coordinates logistical, administrative, activity, and housing arrangements and domestic and international travel logistics for PIDP participants, guest speakers, consultants, etc.
• Provides administrative support for high level EWC briefings with diplomats and policymakers. Communicates with the VIP’s staff re: the briefing objectives and expected outcomes. Ensures that relevant materials are prepared; parking is reserved; the room is set-up; and participating staff receive appropriate background information.
• Has supervisory authority over the work of student assistants and interns for the Program. Coordinates student work assignments, prioritizing requests from program staff drawing on knowledge of program goals and priorities.
• Assists with arrangements of in-person and virtual conferences, workshops, and other meetings as necessary. Manages Zoom or other webinar platforms for PIDP, setting up appropriate formats (webinar vs meeting), monitoring chat/Q&A, providing technical support for end-users in basic functions and features of virtual platforms and technical equipment in EWC meeting rooms.
• Assists with preparation of workshop materials, requests for payments, and other financial or programmatic documentation. Assists participants during their stay at the Center. Arranges coffee service, receptions, and lunches as requested by staff.
• Maintains skills to work with a variety of software applications to complete word processing, PowerPoint, spreadsheet, and database assignments. Uses applications to prepare and format data for presentations and reports. Creates routine web documents using standard web creation software. Performs routine edits and updated on websites and utilizes various social media platforms as appropriate.
  

The position may perform other related duties and tasks not listed as assigned.

REQUIRED QUALIFICATIONS:

Education and Experience – Bachelor’s degree or equivalent training and experience from which comparable knowledge and ability can be acquired and a minimum of three (3) years of professional work experience which demonstrates the ability to perform the duties of this position.

Demonstrated Ability – Demonstrated ability to plan, prioritize, organize, and coordinate work involving a wide variety of tasks and materials; to apply sound judgment; to maintain confidentiality; to establish and maintain accurate files and records; to take initiative, and work independently and cooperatively in following through on assignments; to maintain a high level of accuracy in working with details; to assume responsibility for whole areas of work and integrate information from relevant sources; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to be poised and confident in handling a range of situations including correspondence with senior/C-suite people; to work under the pressure of deadlines and balance multiple tasks simultaneously with competing demands; to acquire and maintain knowledge of and appropriately apply policies and procedures; to appropriately handle confidential material; to compose correspondence for routine and non-technical matters; to gather and/or prepare background materials; to function effectively as part of a team; and to analyze operational situations and make recommendations.

Knowledge – of office practices and procedures; of correct English grammar, punctuation, spelling, and

word usage; of office machines and equipment; of the Pacific Islands Region; and of cultural protocols or considerations. Proficient with Google suite, Microsoft Teams, Word, Excel, Outlook, OneNote; Acrobat Pro; Zoom or other web-based conferencing system; Oracle; or equivalent computer applications. Knowledge of video and camera equipment and video and photo production software. Experience processing fiscal and administrative forms.

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits - The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

The Pacific Islands Development Program (PIDP) serves as Secretariat for the Pacific Islands Conference of Leaders (PICL) and a Council of Regional Organisations of the Pacific (CROP) agency. In these capacities, PIDP regularly engages in highly sensitive international communications and activities with elected and traditional leaders, senior officials, governments, and organizations. Thus, the incumbent will have direct access to and some involvement with multilateral activities that are highly sensitive and have geopolitical significance and implications. Confidentiality and privacy are of paramount importance; the incumbent will be held to a high standard of behavior in this regard and must be able to maintain confidentiality and privacy at all times.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time position that requires the incumbent to work in-person in Honolulu, HI.