Admin Assistant

Job Title: Administrative/Operations Assistant

Department: Administration

Reports To: Executive Director

POSITION SUMMARY Pacific Gateway Center (PGC) is seeking a reliable and detail-oriented Administrative/Operations Assistant to provide essential support to the PGC management team, programs, and overall organizational operations. This role is critical to ensuring smooth day-to-day functioning across departments, helping maintain efficient administrative systems, coordinating internal processes, supporting client- and program-related needs, and assisting with general office operations. The ideal candidate is organized, proactive, and comfortable balancing multiple tasks in a fast-paced, mission-driven environment.

Key ResponsibilitiesAdministrative & Front Desk Support

• Serve as the first point of contact by answering the main phone line, taking and relaying messages, scheduling meetings/interviews, and greeting visitors.
• Monitor and respond to the company email account as appropriate.
• Manage incoming and outgoing mail, postage, and distribution.
• Maintain and order office supplies as needed.

Board & Donor Support

• Email Board of Directors (BOD) meeting packets and provide administrative support for board activities.
• Draft BOD meeting minutes and submit to the Board Secretary for review and approval.
• Schedule BOD Google and Zoom meetings
• Prepare and send thank-you letters to donation recipients.

Employee & Office Management

• Maintain employee files and assist with performance evaluations as directed by ED.
• Manage the office calendar, including meetings, staff leave, outreach, and other organizational activities.

Email announcement reminders. Eg, Timesheets due date, holidays, and other office announcements.

Document & Data Management

• Copy, bind, scan, organize, and digitally file documents in accordance with internal filing systems.
• Digitize hardcopy accounting documents for secure electronic storage and easy retrieval.
• Maintain organized digital folders and ensure documents are labeled properly and consistently.
• Assist in maintaining and updating shared cloud filing structures across departments.
• Ensure confidentiality and data security when handling sensitive documents, including HR, accounting, and client information.
• Support staff with locating, retrieving, and preparing documents needed for meetings, audits, grants, and program reporting.
• Maintain version control for frequently updated documents to prevent duplication or outdated files.
• Perform periodic audits of digital files to ensure accuracy, completeness, and compliance with organizational standards.

Financial & Client Support

• Process client payments, issue receipts, maintain payment logs, and scan checks.
• Prepare and mail invoices and checks to clients and vendors.
• Complete additional tasks and special projects as assigned by the Leadership Team.
• Complete and file Request for Payment (RFP)

Qualifications

• High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
• Minimum 2 years of administrative or office support experience; nonprofit experience a plus.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, G-Drive, ChatGPT).
• Attention to detail and accuracy in documentation and record-keeping.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Team-oriented with a proactive and flexible approach.

Salary & Benefits:

● $25- Hour; full-time, non-exempt

● Monday – Friday; 9:00 am - 5:00 pm

Benefits:

● Medical

● Dental

● Vision

● Sick Leave

● Vacation

● Holidays

● Flexible Spending Program

Pay: $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: Hybrid remote in Honolulu, HI 96819