Pacific Gateway Center

Compensation

Full Description

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 Expected hours: 40.0 per week Benefits: • 401(k) • Dental insurance • Health insurance • Paid time off • Retirement plan Work Location: Hybrid remote in Honolulu, HI 96819