Administrative Assistant

Feb 08 2024
Kupu |Honolulu|Full Time, $18.26 - $20.19 / hour
Job Description

Location: Honolulu, HI            

Classification: Full Time, Non-Exempt

Kupu’s Story

Kupu, which means “to sprout” or “to grow” in Hawaiian, has a two-fold mission: to preserve the land while empowering youth. The organization provides hands-on training in conservation, sustainability, and environmental education for young adults, with the goal of fostering our next generation of environmental and cultural stewards. Kupu’s work has been likened to the role of the kupukupu fern, which is one of the first plants to recultivate the land after a lava flow. The fern not only serves as a foundational species for rebuilding a healthy, native ecosystem, but it also symbolizes a place where knowledge can grow.

Established in 2007 as a 501(c)3 non-profit, Kupu empowers future generations to create a more sustainable, pono Hawai‘i.  Kupu accomplishes this by partnering with conservation and sustainability focused agencies throughout the state and pacific in providing hands-on service opportunities which educate and mentor young adults and emerging professionals to become stewards of our communities and environment.  Since 2007, Kupu has risen to meet the increasing demands of the green job sector by engaging over 3,000 youth in the areas of conservation, sustainability, and environmental education. Kupu affirms the Hawaiian notion of “ma ka hana ka ʻike” or “in working one learns.”  This approach has led to the creation of hundreds of service-learning opportunities which assists in the development of Hawai’i’s emerging professionals in the green job sector while supporting over 150 conservation and sustainability organizations across Hawaiʻi and the Pacific region. 

Kupu’s Mission

“To empower youth to serve their communities through character-building, service-learning, and environmental stewardship opportunities that encourage integrity (pono) with Ke Akua, self, and others” 

Kupu’s CHOSEN Values

C         Character

H         Humility

O        ‘Ohana

S          Service

E          Excellence

N         Nobility

Reports to: Executive Assistant to the CEO

Position Overview

The Administrative Assistant will support Kupu’s objectives through clerical and administrative support of various organizational. The Administrative Assistant will report directly to Kupu’s Chief Operating Officer.

Essential Duties and Responsibilities
  • Conduct oneself with aloha and drive Kupu’s culture.
  • Conduct oneself with integrity, credibility, professionalism, and unwavering commitment to Kupu’s mission.
  • Serves as a role model for Kupu’s culture, mission, and CHOSEN Values.
Office Management
  • Receives, distributes, and delivers outgoing mail
  • Supports with coordination of varying office functions and events
  • Maintains needed office supplies and equipment
  • Assists with management of Kupu inventory
  • Assists with office errands and tasks as needed
  • Manages Kupu general phone line and email accounts as needed
  • Coordinates office calendars
  • Keeps offices in working order
Coordination/Scheduling
  • Coordinates and schedules appointments, meetings, conferences, teleconferences, and travel as needed
  • Prepares meeting documents
  • Plans, schedules, and coordinates staff events and functions
  • Establishes and organizes regularly scheduled staff meetings
 Administrative/Clerical
  • Provides administrative and clerical support to Kupu leadership team as needed
  • Prepares receipts and expense reports
  • Provides support in areas such as the preparation of correspondence, payment and petty cash requests, reimbursements, submitting receipts, making deposits, copy and scan tasks, and other projects as assigned
  • Takes meeting minutes and distribute to attendees as needed
  • Edits and formats outgoing documents as needed
Other areas of support as needed

Minimum Qualifications:

  • Available to work full-time, Mondays through Fridays with occasional weekends as needed
  • Possess a valid driver’s license and meet Kupu’s driving abstract requirements
  • Relevant experience in an administrative and/or clerical role
  • Proven experience with coordination of scheduling/travel logistics etc.
  • Proficiency in MS Office (Excel, Word, Office, etc.) and google suite
  • Strong written and verbal communication skills
  • Strong time management skills
  • Available full time Monday through Friday
  • Excellent interpersonal relationship skills

Preferred Qualifications:

  • Associate degree.
  • 2 years prior experience in an office of 10 employees or more.

Compensation and Benefits: 

  • Pay Range: $18.26-$20.19 Hourly  
  • Employer paid health benefits (medical, dental, vision)
  • PTO
  • Eligible for 401(k) plan after one year of service and 1,000 hours of service
  • Lifestyle benefits (gym reimbursement, ticket discounts, etc.)
Physical Requirements:
  • Ability to sit for extended periods while working on a computer or in meetings. Occasional standing may be required during meetings or presentations.
  • Proficient use of a computer, including keyboarding and viewing a monitor for extended periods.
  • Ability to move around the office environment, including navigating between departments, attending meetings in various locations, and accessing filing cabinets or storage areas.
  • Clear vision for reading documents, viewing computer screens.
  • Ability to hear and communicate effectively in person, over the phone, or via video conferencing.
  • Ability to perform tasks that require hand-eye coordination, such as operating office equipment, typing, writing, and handling paperwork.
  • Ability to work long hours occasionally, especially during peak periods or special projects.
  • Clear verbal and written communication skills.

*In accordance with Federal Law, Kupu is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability