Executive Assistant (I, II, or III)

About the Role

This position provides administrative and coordination support for the Technology Department and Data & Operations leadership. The level (Executive Assistant I, II, or III) will be determined based on the candidate’s experience and qualifications.

You will support key technology initiatives, strategic vendors, committee responsibilities, and executive priorities while demonstrating familiarity with common IT terminology and concepts.

Responsibilities

• Support technology-related meetings by preparing agendas, organizing materials, taking minutes, reviewing prior minutes and action items, tracking follow-up items, and ensuring leaders are prepared in advance.
• Coordinate scheduling and logistics for IT-related meetings, including vendor meetings, audits, walkthroughs, and executive technology discussions.
• Track technology-related commitments, deadlines, vendor follow-ups, audit-related items, and other action items through completion with accuracy and urgency.
• Maintain calendars and schedules for assigned executives, including appointments, meetings, and conference calls.
• Coordinate meetings, including room reservations, logistics, agendas, materials, follow-up items, and communication with attendees.
• Arrange travel, prepare itineraries, expense reports, invoices, reimbursements, and other administrative documentation.
• Draft, format, edit, and distribute correspondence, reports, presentations, meeting materials, and other documents for executive review.
• Monitor deadlines, track open items, and follow up with internal partners to ensure timely completion of tasks and deliverables.
• Manage email and communication flow, identifying items requiring executive attention and escalating matters appropriately.
• Maintain confidentiality and discretion when handling sensitive business, personnel, customer, financial, or organizational information.
• Serve as a professional liaison with internal departments, external vendors, business partners, customers, and other stakeholders.
• Support department meetings, team events, community events, projects, and initiatives through data gathering, document preparation, reporting, and administrative support.
• Identify opportunities to improve administrative processes and increase efficiency within assigned responsibilities.
• For higher levels (II & III):
  • Manage complex calendars, proactively resolving conflicts and prioritizing time-sensitive matters.
  • Coordinate executive meetings, town halls, vendor meetings, and other engagements, including logistics, agendas, materials, and follow-up.
  • Prepare, review, edit, and manage executive-level correspondence, reports, presentations, briefing materials, and talking points.
  • Track key deadlines, deliverables, decisions, and follow-up items to ensure projects remain on schedule.
  • Handle confidential and sensitive information with a high degree of discretion and professionalism.
  • Support division, department, and Bank-sponsored events, including planning, coordination, logistics, and follow-up.
  • Assist with special projects and may independently coordinate smaller projects or workstreams.
  • Gather, organize, and summarize information to support executive decision-making and reporting.
  • Develop and improve administrative processes, templates, and tracking tools.
  • Provide guidance, backup support, or informal coaching to other administrative team members.
• For Executive Assistant III:
  • Manage highly complex calendars, prioritizing competing commitments and resolving conflicts.
  • Serve as a trusted liaison between executives, Board members, senior leaders, customers, regulators, investors, vendors, and community partners.
  • Prepare, review, and manage highly confidential or time-sensitive executive documents.
  • Track critical deadlines, deliverables, approvals, and follow-up actions to ensure priorities remain on schedule.
  • Coordinate high-level meetings, including scheduling, agendas, logistics, materials, and tracking outstanding items.
  • Anticipate executive needs by preparing information, materials, schedules, and talking points in advance.
  • Lead or support significant special projects, process improvements, executive initiatives, or events.
  • Compile, organize, summarize, and analyze information to support executive decision-making and reporting.
  • Establish and improve administrative processes, work procedures, and communication practices.
  • Maintain a professional executive office environment and ensure interactions reflect the standards of the Executive Office.

Requirements

• High School Diploma or GED equivalency required; Bachelor’s Degree from an accredited 4-year university preferred.
• Executive Assistant I: 3+ years of administrative support experience in a corporate office supporting a senior manager or executive-level leader. A Bachelor’s Degree may substitute for 2 years of experience.
• Executive Assistant II: 4+ years of administrative support experience. A Bachelor’s Degree may substitute for 2 years of experience.
• Executive Assistant III: 5+ years of administrative support experience. A Bachelor’s Degree may substitute for 2 years of experience. Prior experience supporting C-suite leaders, Board members, or highly confidential leadership matters strongly preferred.
• Experience in a financial institution, professional services, corporate environment, or regulated environment preferred.
• Proficiency in standard office equipment, including phone, copier, and personal computer.
• Strong verbal and written communication skills.
• Ability to read and understand bank-related documents.
• Ability to perform light physical work, including lifting items up to 20 pounds.
• Ability to work in a conventional office setting, involving sitting at a desk for long periods.

Skills

• Familiarity with common IT terminology and concepts.
• Strong organizational, attention to detail, and follow-through skills.
• Ability to prioritize competing deadlines and manage multiple tasks.
• Sound judgment, discretion, and professionalism when handling confidential information.
• Active listening, effective oral and written communication, and solution-oriented mindset.
• Resourcefulness, adaptability, and problem-solving skills.
• Ability to quickly learn technology-related language, systems, and processes.
• Professionalism in interactions with internal and external stakeholders.
• Alignment with company core values: "Voyaging Spirit" and "Positively Ohana."