Executive Assistant

About Us

Do you have the drive to succeed? Fuel your potential!

The Hawaii Petroleum ‘ohana enjoys a culture that treats all employees with special care and aloha. In our complex operation, every job is important to the success of the whole company, and we all rely on one another – one canoe, many paddles.

Now under a second generation of family leadership, we at Hawaii Petroleum are committed to serving the communities in which we operate by always striving to be pono, to do what is right. We believe that our responsibility is to provide the community with high quality products and services at convenient locations across the islands. The Hawaii Petroleum family of companies is comprised of Ohana Fuels, Hawaii Fueling Network (HFN), and Minit Stop convenience stores.

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support our executive team. The ideal candidate will be a detail-oriented professional with excellent communication skills and the ability to manage multiple tasks efficiently. This role involves handling sensitive information with discretion and providing comprehensive administrative support to ensure the smooth operation of the executive office.

If you aspire to make a significant impact to the success of a distinguished organization, we invite you to bring your expertise and initiative to our dynamic team!

What You Will Do

• Provide high-level administrative support to company leadership, ensuring efficient operation and communication within the organization.
• This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.
• Create and manage the company’s SharePoint site ensuring access and Microsoft Teams channels are properly utilized.
• Organize and maintain files, records and databases while maintaining confidentiality of sensitive information and documents.
• Track and maintains all Company contracts, permits and regulatory documents such as tank inspections and serves as point of contact for internal and external associated matters
• Serves as a qualified notary public and attends any required training session to keep the notary certification current.
• Schedule and coordinate meetings, appointments, and events for executives and other company teams as required including preparing agendas, taking minutes and ensuring proper follow up.
• Handle correspondence, including emails, phone calls, and letters, and acting as a liaison between executives and other stakeholders.
• Organize and maintain company relationships with travel partners including arranging travel plans, such as flights, accommodations, and itineraries.
• Create, edit, and manage documents, presentations, and reports assisting with project planning, tracking progress, and ensuring deadlines are met.
• Continuously improve skills and knowledge to enhance performance and support the team effectively.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Education and Experience

• Seeking candidates 21 years of age or older.
• A college degree in a related field with advanced education or training in Administration and/or Project Management is strongly preferred
• A valid Type 3 Driver’s License and reliable transportation is required for routine work related travel.
• Having a strong understanding of technology including a professional level understanding of advanced computer software and systems including Microsoft Outlook, Microsoft Office and SharePoint.
• A positive and friendly demeanor being able to communicate clearly with co-workers, vendors, customers and any other individual within the workplace is essential for this role.
• Strong emotional intelligence and awareness of interpersonal skills both verbal and non-verbal.

Benefits

You will receive competitive benefits and pay to support you and your family:

• Paid time off including Vacation, Sick, Float and Holidays
• Employees have free Medical/Dental/Vision for base plans with option to enroll families at an additional cost
• Voluntary benefits including Life Insurance/AD&D/Long-Term Disability
• 4% 401(k) Retirement Match
• Discounted HFN Fuel and Mileage Reimbursement
• Tuition Reimbursement Program

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