BOARD SECRETARY

$81,096 to $100,100 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.

The Board of Trustees Secretary serves as the personal and confidential assistant to the Chair of the Board of Trustees (BOT) of the Office of Hawaiian Affairs (OHA). This position requires performing highly specialized and complex clerical and administrative tasks to support the efficient functioning of the Chair’s office and Board operations.

Effective communication is integral to leadership and the overall success of OHA and its Trustees. The Board of Trustees Secretary is expected to synthesize and communicate ideas concisely, coherently, and comprehensively, tailored to appropriate audiences and environments.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

A. Administrative Responsibilities

1. Attend all BOT community sessions and regular meetings; record proceedings, document actions and decisions, and maintain comprehensive records, folders, tapes, and files related to Board business and operations.

2. Prepare and process travel request forms for the Chair’s office.

3. Review and manage the Chair’s calendar, scheduling appointments, committee meetings, and Board of Directors meetings as needed.

4. Administer the Chair’s Trustee Allowance, including preparing and submitting quarterly reports. Propose creative expenditure ideas aligned with OHA’s mission, such as book donations, scholarships, and community initiatives.

B. Office Management Responsibilities

1. Review and respond to emails directed to the Chair, ensuring timely follow-up and appropriate handling of requests from the Chair, Chief of Staff, OHA Chief Executive Officer, or other stakeholders.

2. Review phone messages and respond or forward as appropriate. Assist with phone calls, mail, and interoffice memoranda as required or requested.

3. Assist the Secretary to the BOT Chair in screening visitors and phone calls, determining appropriate referrals or actions.

4. Review local and national newspapers for reports related to Hawaiian issues, government actions, and other relevant topics for dissemination in the Chair’s office.

5. Manage the Board of Trustees website, including monthly updates, payments, and contractor coordination.

6. Coordinate seating arrangements and event attendance for OHA-purchased tables at community events and functions.

7. Travel as needed for Board-related meetings and events.

MINIMUM QUALIFICATIONS

EDUCATION, TRAINING AND/OR EXPERIENCE

• Professional work experience may be substituted for university or college education on a year-for-year basis, provided the overall work experience has been of the type, quality, scope and responsibility to conclusively demonstrate capability to perform the duties of the position.

2. Three (3) years of clerical work demonstrating knowledge of English grammar, spelling, arithmetic, and the ability to comprehend oral and written instructions.

3. Two (2) years of progressively responsible clerical work demonstrating proficiency with common office equipment, file systems, travel arrangements, correspondence, and other secretarial tasks.

4. Three (3) years of experience providing direct assistance to administrators, executives, or principals, involving responsibilities such as managing office operations, coordinating schedules, maintaining confidential files, and exercising independent judgement and discretion.

5. Basic knowledge of the Hawaiian language (‘Ōlelo Hawaiʻi). Fluency preferred.

6. Familiarity with the four major elements of the Kumu Honua Maui Ola framework.

Knowledge, Skills and Abilities

• Secretarial principles and practices.
• General administrative principles for large organizations.
• Basic organization of state, county, and federal governments.
• Report writing and office practices and procedures.
• Operation and maintenance of office machines and equipment.

• Plan, organize, and execute a wide range of secretarial functions.
• Organize, assign, and review the work of others effectively.
• Understand and interpret the policies, views, and objectives of the Chair.
• Write professional business letters, reports, and summaries with proper grammar and style.
• Handle confidential information with discretion.
• Have creativity, innovation, adaptability, while managing frequent interruptions, shifting priorities, competing demands and emergency situations professionally.
• Speak clearly and concisely, conveying technical and administrative information.
• Maintain confidential records, including those related to employee-employer relations.
• Exhibit tact and diplomacy in interactions with internal and external stakeholders.
• Have discretion, independent judgement, and initiative.
• Demonstrate hustle, grit, perseverance, and professional temperament.
• Exhibit a commitment to servant leadership.
• Demonstrate an outstanding work ethic.
• Have excellent communication and organizational abilities.
• Demonstrate critical thinking and sound decision-making skills.
• Demonstrate the ability to perform under stressful conditions while maintaining professionalism.

How To Apply

resume or CV, cover letter, writing sample (see requirements below), educational transcripts, professional certifications or licenses, and portfolio (optional) by Friday, December 13, 2024 at 4:30pm HST to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email: [email protected]

Writing Sample Requirements:
1. What are your strengths and weaknesses, and how would you address your weaknesses if selected as Board Secretary?
2. What do you believe are the top three challenges currently facing OHA? Provide one actionable suggestion for each challenge.
3. Provide an example from your life where you demonstrated servant leadership.
4. Draft a professional email responding to a community leader upset about a recent BOT decision regarding Maunakea. Ensure the email is courteous, clear, and concise.

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

An Equal Opportunity Employer