Job Details

About Paʻakai Communications

At Paʻakai Communications, we believe in the power of story to connect, inspire, and move communities forward. Rooted in Hawaiʻi and guided by the values of aloha, kuleana, and pilina, our team partners with organizations across sectors to create communications strategies that are thoughtful, culturally grounded, and impactful.

We are seeking an Executive Assistant to support Principal and Owner Christine Matsuda. This role is ideal for someone who brings sharp organizational judgment and genuine discretion — someone who can bring order to Christine's inbox, calendar, and daily priorities so she can spend her time where it matters most: with clients, her team, and the strategic thinking that drives the firm forward.

As you ramp up and free capacity opens, the role is expected to grow to include entry-level, client-facing work consistent with Paʻakai's services — for example, supporting meetings, materials, or coordination on client projects.

• Monitor Christine's inbox daily and triage incoming email into three lanes: needs Christine's personal response, can be forwarded to a team member for action, or is FYI-only and can be filed for later review.
• Draft responses or replies for Christine's review and sign-off, and eventually send routine correspondence directly on her behalf as trust is established.
• Flag time-sensitive or high-priority emails immediately rather than waiting for a daily review.
• Keep the inbox organized (folders, labels, follow-up flags) so nothing important gets buried.

• Review Christine's inbox, calendar, and open commitments each day (or the evening before) to identify her top 3–5 priorities.
• Surface deadlines, follow-ups, and decisions that need Christine's attention before they become urgent.
• Provide a brief daily or weekly summary that gives Christine a clear, realistic picture of what deserves her focus.

• Own Christine's calendar: schedule, confirm, and adjust meetings; resolve conflicts; and handle logistics for client and internal meetings.
• Proactively build in a healthier balance between meeting time and protected time — blocking space for creative thinking, focused project work, and mentoring the team — rather than letting the calendar fill on its own.
• Push back diplomatically on meeting requests that don't need Christine directly, or that could be shorter, delegated, or handled asynchronously.
• Prepare Christine for her day/week: agenda, relevant documents, and context for upcoming meetings.

• Coordinate travel arrangements, expense tracking, and other administrative needs as they arise.
• Support light project coordination and follow-up across client and internal workstreams.
• Maintain confidentiality and exercise sound judgment with sensitive client and business information.
• Act as a trusted gatekeeper and point of first contact on Christine's behalf, in a way that reflects Paʻakai's warmth and professionalism.

• As the role matures, take on entry-level client-facing tasks consistent with Paʻakai's services — for example, coordinating logistics for stakeholder or community meetings, supporting materials development, or assisting with project management touchpoints.
• Partner with the Paʻakai team to learn the firm's approach to community relations and integrated communications.

• 2+ years of experience as an executive assistant, administrative assistant, or in a similar high-trust support role (experience supporting a founder, principal, or small-firm leader is a plus).
• Strong written communication skills, with the judgment to draft or represent correspondence in someone else's voice.
• Proven ability to manage a calendar strategically, not just transactionally — balancing competing priorities and protecting time.
• Highly organized, detail-oriented, and comfortable managing ambiguity and shifting priorities in a small, fast-moving firm.
• Discreet and trustworthy with confidential and sensitive information.
• Proficiency with Google Workspace (Gmail, Calendar, Drive) and general comfort learning new tools.
• Interest in or exposure to communications, public relations, or community relations work.
• Experience supporting someone with a high volume of external stakeholder communication.
• Based on Oʻahu or Hawaiʻi Island, or able to work Hawaiʻi hours reliably.

• Reliable, professional, and kind, with a healthy sense of humor about life and work.
• Takes real ownership and communicates proactively rather than waiting to be asked.
• Rooted in or genuinely invested in Hawaiʻi and its communities.
• Comfortable being a trusted support — discreet, calm under shifting circumstances, and thoughtful with Christine's priorities.
• Eager to learn and grow, with an interest in communications or community relations work as the role expands.

This position is offered as an employee with Paʻakai Communications. As an employee, you will follow established work schedules and expectations, while collaborating closely with the team to meet deadlines and deliverables. Paʻakai Communications will provide applicable benefits and will handle payroll taxes in accordance with employment regulations.

This position is full-time and hybrid/remote, reporting directly to Christine Matsuda, Principal & Owner. Work will be hybrid, with virtual collaboration and in-person engagements as needed. We will prioritize candidates based in Hawaiʻi.

Please submit your resume and a cover letter describing your interest and relevant experience to aerinne@paakaicommunications.com. Applications will be reviewed on a rolling basis.