Board & Executive Coordinator

The specific and primary purpose of Olelo is to promote the creation, production, and cable casting of programs by, for, and about Hawaiʻi. Such programs will preserve, develop, and enhance the diversity of thought, culture, and heritage within Hawaiʻi. Through these activities, Olelo will facilitate lifelong learning and the community's participation in the democratic process.

The Board & Executive Coordinator provides high-level administrative support to the President & CEO and works closely with the Executive team on confidential and time-sensitive matters. Duties and responsibilities include but are not limited to, the primary list below and other inherent duties and responsibilities with such a position. The Executive Coordinator will be expected to work collaboratively with staff, contractors, partner agencies, and stakeholders.

PRIMARY DUTIES & RESPONSIBILITIES:

• Serves as the administrative officer for the Olelo's Board of Directors and its committees. Assures that the by-laws and governing policies are being followed when Board actions are taken. Prepares board and committee minutes, meeting materials and related correspondence or communications. Coordinates Board and Committee meetings including technical requirements, meals, etc.
• Provide support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support high-ranking executives companywide and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld.
• Maintains the CEO calendar and schedules meetings between the CEO and any internal and external persons as appropriate.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Uses CRM systems to manage relationships, scheduling and calendars
• Track and meet essential deadlines, including but not limited to Board and State deadlines.
• Identifies situations that require immediate attention in the organization and refers matters to the appropriate areas for resolution.
• Handle frequent reprioritizations that often require independent decision-making proactively identify and exercise independent analysis and judgment in prioritizing situations requiring executive attention.
• Coordinates and books travel arrangements for executives and others as requested and assists with special Olelo projects.
• Maintain professionalism and strict confidentiality with all materials.
• Other duties as assigned.

QUALIFICATION, KNOWLEDGE & SKILLS REQUIREMENTS:

• Bachelor’s degree in business administration, communications, or related field.  
• Two to five years of experience in complex coordination of activities, management, or comparable experience.
• Good  understanding of board governance and non-profit operations.
• Expertise in using CRM systems (preferably HubSpot) to manage relationships.
• Ability to work independently as well as collaboratively with colleagues. This includes overcoming geographic and other potential barriers to communicating with and contributing to the team's work.
• Must be able to work with people of varying levels of ability and knowledge.
• Exceptional organizational skills, including the ability to manage multiple tasks and projects simultaneously while meeting deadlines.
• Ability to thrive in a fast-paced and challenging environment.
• Capacity to think strategically and critically and respond analytically.
• Ability to edit and format documents.
• Flexibility in working with new issues, topics, and approaches.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to perform duties with minimal supervision.
• Exceptional attention to detail.
• Proficient in navigating the internet and using standard office equipment.
• Proficiency with PC programs (including MS Word, Excel, PowerPoint, and Outlook)
• Communicate clearly, effectively, and professionally verbally and in writing.
• Ability to stay current with multiple written reports and documentation requirements.