The mission of KEY Project is to nurture and promote the cultural, environmental, social, economic and recreational well-being of the Kualoa-Heʻeia area by providing a vital grassroots civic resource that effectively serves the needs of our diverse multicultural community. 

Job purpose 

The Administrative Assistant role supports the day-to-day administrative tasks at KEY Project. This position will handle a variety of tasks including office communication, and basic financial tracking, ensuring smooth and efficient workflow within the organization.

Duties and responsibilities

• Oversee office calendars, events, and additional appointments or meetings. 
• Assist with filing, documentation and record-keeping 
• Support preparation and review KEY Project correspondence, presentations, reports, and memos 
• Organizational strategy, and all other special projects as assigned 
• Supports event planning and management 
• Answer phone calls, emails, and general inquiries.
• Prepare and distribute internal communications and newsletters.
• Assist with updating social media and website content as needed.
• Support the Executive Director in internal and external communications
• Assist the Executive Director in preparing Board reports for upcoming meetings and other communications
• Track and organize receipts, invoices, and other financial documents.
• Assist with preparing financial reports and processing payments.
• Maintain employee records and ensure compliance with HR policies.
• Track employee timesheets, PTO, and assist with payroll processing.
• Support recruitment efforts, including posting job openings and scheduling interviews.

Qualifications 

• Education: Associate’s Degree in Business Administration, Human Resources, or a related field (or equivalent experience).
• Experience: At least 2 years of office administration experience, preferable in a nonprofit setting
• Strong organizational and communication skills.
• Ability to think critically and act accordingly, anticipate and plan ahead
• Experience with private, confidential, and protected information 
• Proficiency in Google Suite (Docs, Sheets, etc.) and Microsoft Office (Word, Excel).

Preferred qualifications

• Communications and marketing experience, including ability to utilize social media platforms and email distribution list 
• Basic understanding and knowledge of Quickbooks Online, Canva, SiteJet, MonkeyPod, etc.
• Knowledge of Koʻolau, Oʻahu, and communities within KEY Project’s service area 

Working conditions 

This position is a part-time position and will require work on some evenings and weekends. Most of the work duties required are in the office at a desk during normal business hours.  Organizational programming needs may also require work outdoors. Given this position's specific responsibilities, this position may be able to work remotely at the discretion of the Executive Director.    

Physical requirements 

The position requires the ability to perform sedentary work sitting at a desk, the ability to lift 25lbs., walking and moving around the office and facilities, including the second floor/upstairs.