Job Description

We are currently seeking an Office Assistant to join our team for a

3-4 month contract.

Based on performance and organizational needs, this role may transition into a

permanent position.

This individual will play a vital role in advancing our mission of bringing hope, reducing fears and impacting lives.

Position Summary

The Office Assistant plays a key role in supporting the seamless day-to-day operations of the office, ensuring a warm, professional experience for all visitors and staff. Responsibilities include managing reception and visitor intake, handling mail and supplies, overseeing and supporting smooth conference rooms and hoteling space reservations, ensuring proper set up and cleanliness supporting facilities-related tasks and performing general administrative duties. The ideal candidate will have exceptional interpersonal, customer service, time management and problem-solving skills. This role requires the ability to anticipate needs, adapt to changing priorities, and maintain a positive, solution-oriented mindset.

Primary Responsibilities:

Reception & Visitor Management Serve as the first point of contact by answering phones, transferring calls, and forwarding faxes and emails Greet and check in visitors, ensuring a welcoming and professional environment. Alert staff and escort visitors to designated meeting areas, offering refreshments as needed Distribute incoming mail and prep outgoing mail, assisting with package drop-offs as requested

Office Management Support

Oversee conference rooms and hoteling stations by creating/approving reservations, monitoring calendars for scheduling conflicts, assisting with furniture and audio-visual setup, and helping ensure rooms/stations are clean and prepared prior to use Perform inventory checks of kitchen and office supplies, including postage stamps, and assist with reordering as needed Provide stamps and envelopes to staff as requested Serve as the primary point of contact for contractors and vendors handling routine facility needs (e.g., maintenance, cleaning, etc). Coordinate onsite repairs by scheduling and escorting contractors to designated work areas

Administrative and Departmental Support

Assist the Senior Manager with on and off-site meetings and events Provide light HR and Culture Committee assistance, including tasks such as creating name badges, prepping displays, and seasonal assistance such as culture activity preparations. Support other departments with limited, assigned administrative tasks including scanning documents, assembling binders and nurse/comfort kits, and occasionally assisting with volunteer call log preparation Schedule professional headshot photos for staff and executives Arrange flower deliveries to staff, volunteers, and families Run errands as needed to pick up office supplies, food, drinks, and other items Other duties as assigned

Qualifications and Skills Requirements:

Excellent verbal and written communication and interpersonal skills; able to interact professionally with staff, visitors, and external vendors Strong customer service orientation and a welcoming, professional demeanor. Self-motivated, resourceful, and proactive Reliable, flexible and adaptable to changing priorities in a fast-paced office environment. Strong organizational skills with the ability to manage multiple tasks and priorities, while maintaining professionalism and composure Basic knowledge of Microsoft Office (Outlook, Teams, SharePoint, Excel, Word, PowerPoint) and comfort with office technology Ability to handle confidential or sensitive information with discretion and utmost professionalism. Must possess a valid driver's license and have access to a personal vehicle for occasional work-related errands or transportation needs

Educational and Experience Requirements:

High School diploma required 2 to 3 years collective hospitality, customer service, and/or administrative experience in a fast-paced setting preferred Experience in a healthcare setting strongly preferred

Hours:

Monday through Friday, 8:00 am through 4:30 pm, in office

Employment Requirements:

All offers are contingent on a candidate's successful completion of the following requirements:


A legally compliant background check Drug Screen Providing copies of valid Vehicle information such as auto insurance, inspection and registration with an acceptable driver's abstract

Why Navian Hawaii?

Team-oriented, locally run nonprofit where every voice is heard Competitive pay with an excellent benefits package Flexible organization that supports positive work/life balance

Salary Range:

$16 to $21 per hour