Logo of Huzzle

Executive Assistant

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Honolulu
  • Quick Apply

AI generated summary

  • You need 6 years' EA experience, discretion, decision-making skills, multitasking ability, organization, flexibility, relationships, communication skills, tech proficiency, and MS Office knowledge for this Executive Assistant position.
  • You will manage calendars, travel, expenses, communication, and documentation for the CEO and Executive Chair. Coordinate meetings, support board activities, handle personal tasks, and assist with projects. Provide general office support and serve as backup when needed.

Requirements

  • High school diploma or equivalent
  • Minimum of six years’ experience as an Executive Assistant supporting a C-suite leader
  • Capable of handling confidential and highly sensitive information with discretion
  • Demonstrates strong decision-making skills, even with limited information; able to think outside the box and problem-solve tasks with little or incomplete information
  • Skilled multi-tasker who can manage multiple competing priorities effectively
  • Exceptionally organized and detail-oriented
  • Flexible and adaptable, able to handle changes and interruptions on short notice
  • Strong ability to build and maintain working relationships with other Executive Assistants both internally and externally
  • Excellent verbal and written communication skills
  • Demonstrates strong interpersonal skills
  • Comfortable with new technology, virtual meeting platforms, and multiple scheduling systems such as Zoom, Teams, Webex, and Outlook
  • Proficient with Microsoft Office applications

Responsibilities

  • Calendar Management: Completely manage and maintain the daily schedules of the CEO and Executive Chair of the Board, including coordinating meetings, appointments, and other engagements. Arranges meals/catering as needed. Proactively addresses potential conflicts, prioritizes meetings appropriately, and ensures effective time management and calendar management.
  • Travel Coordination: Arrange complex and detailed travel plans to include air, hotel and transportation, itineraries, and agendas for the CEO and Executive Chair of the Board, ensuring smooth and efficient travel experiences. Communicates travel arrangements meticulously and handles both planned and unplanned trave disruptions promptly.
  • Expense Management: Prepare, submit, and reconcile monthly expense reports for the CEO and Executive Chair of the Board, ensuring accuracy and compliance with company policies.
  • Communication: Serve as the primary point of contact between the CEO, Executive Chair, and internal/external stakeholders, handling correspondence including phone inquiries, email, and traditional mail with professionalism and discretion.
  • Documentation: Prepare, review, and distribute various documents, reports, and presentations.
  • Meeting Coordination: Organize and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items. Arranges meals/catering as needed
  • Board Support: Provide administrative support for board meetings, including scheduling, preparing board packets, and coordinating logistics. Provide support to visiting Board members and other special guests which may include arranging travel, hotel accommodations, creating and managing their agenda, and securing a loaner vehicle.
  • Project Management: Assist in the planning and execution of special projects, ensuring timely completion and adherence to company standards.
  • Personal Errands: Handle personal errands and tasks for the CEO and Executive Chair of the Board as needed to ensure their day-to-day activities are seamlessly managed.
  • Administrative Tasks: Perform general office duties such as ordering supplies, maintaining confidential employee files, personnel documents, and other comprehensive and accurate records. Maintain mailing lists and recipient preferences for Annual Reports, holiday cards, ad hoc gifts, etc.
  • Backup Support: Serve as backup to other Executive Assistants staff as needed, aiding, and ensuring continuity of operations. Support other Executives as necessary
  • Miscellaneous: Greet and direct visitors, as necessary. Mail and sort USPS incoming mail [to include FedEx and UPS as needed. Sort mail from interisland pouches and prepare interoffice pouches for daily delivery. Plans and executes various corporate events

FAQs

What are the primary responsibilities of the Executive Assistant role at Servco?

The primary responsibilities of the Executive Assistant role at Servco include managing and maintaining the daily schedules of the CEO and Executive Chair of the Board, coordinating travel arrangements, handling communications with internal and external stakeholders, preparing expense reports, organizing and coordinating meetings, providing administrative support for board meetings, and assisting in special projects and personal errands for the executives.

What are the key qualifications required for the Executive Assistant position at Servco?

The key qualifications required for the Executive Assistant position at Servco include a high school diploma or equivalent, a minimum of six years of experience as an Executive Assistant supporting a C-suite leader, strong decision-making and problem-solving skills, exceptional organization and attention to detail, the ability to handle confidential information with discretion, proficiency in communication and interpersonal skills, and familiarity with technology and scheduling systems.

What is the work environment like at Servco for an Executive Assistant?

The work environment at Servco for an Executive Assistant is fast-paced, dynamic, and demanding. The role requires the ability to multitask, prioritize effectively, and adapt to changes and interruptions on short notice. The Executive Assistant will work closely with the CEO and Executive Chair of the Board, as well as interact with other internal and external stakeholders, requiring strong communication and relationship-building skills.

How does Servco support work-life balance for Executive Assistants?

Servco is committed to providing valuable mobility solutions and empowering individuals through the freedom of movement. While the Executive Assistant role may be demanding at times, the company values work-life balance and encourages employees to create Life:Moments that matter to them. Servco promotes a supportive and inclusive work culture that respects employees' well-being and personal time outside of work hours.

What opportunities for growth and development are available for Executive Assistants at Servco?

Servco values continuous learning and professional development for all employees, including Executive Assistants. Opportunities for growth may include participating in training programs, attending workshops or conferences, taking on new responsibilities and projects, and collaborating with other executives and departments within the company. Servco encourages employees to expand their skills and knowledge to enhance their career progression within the organization.

Mobility. Service. Innovation.

Retail & Consumer Goods
Industry
1001-5000
Employees
1919
Founded Year

Mission & Purpose

Founded in 1919 as a two-car repair garage on the North Shore of Oahu, Servco Pacific Inc. is Hawaii’s largest private company with operations in the United States and Australia. Servco owns a diverse group of automotive businesses including exclusive distributorships of Toyota, Lexus, and Subaru in Hawaii; a network of over 30 retail dealerships in Australia and Hawaii, and Hui Car Share. It is one of the Top 30 largest automotive dealer groups based in the U.S., the largest Toyota dealer group in Australia, and has been recognized as a 2023 US Best Managed Company and one of the “Best Places to Work in Hawaii” for 19 consecutive years. In addition to its automotive holdings, Servco is an active investor in venture capital. Servco’s largest investment to date is its ownership of the iconic lifestyle brand, Fender Musical Instruments Corporation, the world’s largest electric guitar, bass, and amp company.