Administrative Assistant, Water Safety & Activities Team (Part-time)

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

We are seeking a highly organized and service-minded Administrative Assistant to support our dynamic Water Safety and Activities Program. The Water Safety & Activities Administrative Assistant will be responsible for ensuring seamless execution of water activities, maintaining high standards of safety, quality, and customer service. This role will work closely with the Manager of Water Safety & Activities, staff, instructors, and clients to deliver exceptional experiences and reporting to the Manager of Water Safety & Activities. This role will be integral in assisting with all the day to day back end administrative duties needed to execute successful operations of water sports, maritime activities at our residences, and various travel locations. 

Location: Hawai’i  - Travel will be required 

Key Responsibilities:

• Administrative & Operational Support
• Serve as a central point of contact for internal teams and external vendors; manage calls, emails, and WhatsApp communications professionally.
• Support daily operations and ensure timely follow-up on action items.
• Maintain organized office systems and ensure readiness of office equipment and supplies.
• Scheduling & Calendar Management
• Manage calendars, schedule appointments, meetings, training, and vendor engagements.
• Coordinate complex travel logistics including flights, accommodations, and grounds transportation.
• Confirm activity schedules, cross-departmental needs, and resources for smooth execution.
• Document & Data Management
• Prepare, edit, and format documents, reports, and presentations
• Capture post-event reports (AARs) and assist in developing operational documents (EAPs, agendas, etc.)
• Organize and maintain both digital and physical filing systems.
• Compile data and generate reports that highlight key operational insights and performance metrics.
• Manage databases for staff, Contractor, and vendors; updating contact lists and records.
• Cross Department Collaboration
• Communicate and arrange planning meetings across departments to align schedules, staffing, and logistics.
• Support project planning meetings and follow through on deliverables.
• Identify and implement process improvements that streamline communication and operations.
• Finance & Billing Support:
• Process invoices, expense reports, and purchase orders
• Track and reconcile credit card and petty cash expenses
• Other Duties as Assigned
• Provide support to special projects and adapt to changing priorities.
• Maintain confidentiality and uphold professional discretion in all interactions.
• Pursue  professional development to elevate skills and support the team’s evolving needs. 

Competencies:

• Trustworthiness and Integrity: Always acting in the best interest of the organization and client  
• Communication: Ability to communicate clearly and concisely, both written and verbal, to relate insights and understanding of issues/problems in a skillful way to supervisors, colleagues, external parties and owners
• Team Player: Connects with coworkers, leaders, and external vendors in an effective manner; considers how his/her actions affect other groups or team members; works effectively and cooperatively across groups; understands the need for and requirements of the chain of command 
• Flexibility: Ability to work both independently and in a team setting; willingness to work in a wide range of roles, as needed; willingness to assist other departments, as needed; exudes patience and flexibility in changing environments 
• Critical Thinking: Asks the right questions to obtain the information needed to assess situations properly; anticipates and responds quickly to problems; finds ways to get projects accomplished efficiently; positively impacts the team by managing time effectively 
• Attention to Detail: Ability to listen and understand information and ideas presented; ability to execute projects and tasks with excellence; Prompt, reliable, and professional. 
• Proactive: Goes above and beyond what needs to be done; has the confidence to initiate action independently and address unexpected problems or opportunities without prompting 
• Discretion: Understanding of the nature of private family service and the need for absolute privacy and confidentiality
• Humility: Willing to develop new skills and exercise patience while learning new processes 
• Professionalism: Possesses a heightened sense for excellent customer service; relatable to kids and adults; approachable, calm and confident; prompt, reliable, and consistent 

Requirements:

Required:

• Proficiency in Microsoft Office Suite ( Excel, Word, and PowerPoint)
• Data entry and analysis experience using Excel (e.g. pivot tables, basic data analysis, & formulas)
• Strong document formatting, editing, and presentation design skills.
• Familiarity with AI-powered tools (e.g., Gemini, Copilot) to enhance productivity.
• Excellent organizational, written, and verbal communication skills

Preferred:

• Microsoft Office Specialist (MOS) Certification in Excel, Word, or PowerPoint
• Experience with Excel Macros or advanced reporting tools
• Familiarity with shared documents and collaboration features in Microsoft 365
• Certification or coursework in AI tools (e.g., Microsoft Copilot, Google AI Essentials, ChatGPT for productivity)
• Experience using AI tools for summarizing meetings, writing content, or automating routine tasks
• Comfort using generative AI tools to support communication, reporting, and scheduling

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.