Job Details

Lili'uokalani Center (LC):

Informed by a deep understanding of the adolescent experience and grounded in Hawaiian culture, the new LC will provide Hawaiian youth with opportunities to connect to peers and mentors, receive supportive services, and discover pathways to passion, purpose, and prosperity. LC will be LT's signature youth development hub for culture, creativity, technology, and play, and will serve as a resource center where youth can connect to vital support and a vibrant community. LC will be a safe space located in urban Honolulu where youth are inspired to pursue their dreams, including exploring pathways in the arts, sports, technology, and entrepreneurship while receiving wraparound support to help them reach their goals and become thriving adults. A primary function of LC will be to provide a space for young people to play, to learn, to find connection and inspiration, and to experience joy.

Currently under construction, LC is set to open in Summer of 2025.

Job Purpose

The Administrative Assistant position is responsible for supporting the overall administrative operations of the Lili'uokalani Center, including managing office systems, supplies, and reception services. This role coordinates scheduling and communications for executives, directors, team members, and youth participants, and assists with documentation, data management, and internal communications. The position also plays a key role in customer service, event coordination, and light financial tasks to ensure efficient and effective day-to-day operations of the Center.

Essential Responsibilities

• Manages office supplies and inventory; maintains a clean, organized, and welcoming workspace; handles incoming and outgoing mail and packages.
• Coordinates and schedules meetings, appointments, and travel arrangements for executives, directors, staff, and youth participants at Lili'uokalani Center.
• Answers and directs phone calls, emails, and other communications; supports updates and maintenance of the LC intranet and internal communications systems.
• Prepares and edits documents such as meeting minutes, reports, presentations, and forms; ensures accurate document retention and filing systems for easy retrieval.
• Provides administrative support including data entry, assistance with the annual report and budget, and oversight of office equipment maintenance and usage.
• Greets and assists visitors; responds to inquiries and resolves issues with professionalism and discretion, particularly when handling sensitive information.
• Assists in organizing and coordinating internal and external events, meetings, and conferences for LC leadership, staff, and youth.
• Processes invoices, tracks expense reports, and assists with basic bookkeeping and financial documentation related to administrative operations.

Other duties:

• Contributes to the Trust's success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results.

Qualifications

• Associates and or Bachelor's Degree or equivalent experience perfferred;
• Minimum 1-3 years of experience in managing an office;
• Strong management, administrative, organizational, interpersonal, verbal communication, and writing and presentation skills are required;
• Must have proven and strong leadership skills;
• Proficient in Word, Excel and PowerPoint; and
• Excellent verbal and written communication skills

Job Competencies

• Aloha: awareness and approach to the work with compassion, empathy, and kindness.
• 'Imi Na'auao: a constant desire for seeking knowledge; lifelong learner.
• Po'okele: desire to perform in excellence.
• Wiwo'ole: maintain a courageous, brave, and fearless mindset.
• Pono: understand the appropriateness of time, place, reason, people, and tools
• Kuleana: bring a deep sense of responsibility and accountability
• Collaboration: Ability to interact effectively with youth, community partners, and multi-disciplinary teams. Knowledge of community resources and services
• Ethical Practice: Model the highest level of ethical behavior, integrity, and social responsibility Uphold and embody all LT values.
• Communication: Clearly convey and receive information and ideas. Engage the listener and invite response and feedback. Demonstrate strong written, oral, and listening skills.
• Cultural Competence: Respect and relate well to people from varied backgrounds and sensitive to group differences. Experience working with at-risk youth and ability to apply positive youth development principles to that work.
• Relationship Management: Experience working with staff at all levels in a collaborative environment; ability to promote and sustain positive workplace values and relationships.
• Interpersonal Skills: Ability to work well under pressure and to remain calm and controlled when faced with challenging situations.

Organization Competencies

• Alignment with Queen's legacy: Understanding and appreciation of Queen Liliuokalani's story, her legacy and the Hawaiian Culture is foundational to staff's commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one's work, in fostering meaningful relationships, and in embracing the community served.

• Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement.
• Ho`ike i na Mana`o Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.

• No'ono'o loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations

• Ho'o kumu a'e or `Imi hakuhia (Innovation): Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.
• Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust): Manages relationships to create optimal opportunities and move the organization forward.

• Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.
• Ho`onui I ka `Ike (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others.

Mental and Physical Demands:

• Perform light physical work, including climbing, stooping, kneeling, crouching, reaching, and lifting weight of up to 25 pounds. Exposed to outdoor climate and diverse terrain.

Terms and Conditions of Employment

As a condition of employment, employee will be subject to LT's policies and procedures.

SALARY RANGE ADVERTISED IS THE HIRING OR STARTING RANGE FOR THE ROLE.

Job Title: Administrative Assistant

Reports to: Manger, Operations - Lili'uokalani Center

FLSA Status: FT; Non-Exempt

Aligned Executive: VP and Chief Program Officer

Kipuka: Lili'uokalani Center

Department: Lili'uokalani Center - Office Operations