Executive Assistant

Servco is looking for an Executive Assistant to support the CEO and Executive Chair of the Board. This person will support a wide variety of complex and confidential administrative support ensuring the seamless and smooth day-to-day execution of their daily calendars and travels.

This individual manages schedules, communications, travel needs, and priorities for the two most senior executives in the company.

Responsibilities include coordinating all travel arrangements, organizing internal and external meetings, and facilitating visits from external partners and guests.

Additionally, the Executive Assistant acts as a liaison, representing the company and its executive leaders both internally and externally.

Calendar Management : Completely manage and maintain the daily schedules of the CEO and Executive Chair of the Board, including coordinating meetings, appointments, and other engagements.

Arranges meals / catering as needed. Proactively addresses potential conflicts, prioritizes meetings appropriately, and ensures effective time management and calendar management.

Travel Coordination : Arrange complex and detailed travel plans to include air, hotel and transportation, itineraries, and agendas for the CEO and Executive Chair of the Board, ensuring smooth and efficient travel experiences.

Communicates travel arrangements meticulously and handles both planned and unplanned trave disruptions promptly.

• Expense Management : Prepare, submit, and reconcile monthly expense reports for the CEO and Executive Chair of the Board, ensuring accuracy and compliance with company policies.
• Communication : Serve as the primary point of contact between the CEO, Executive Chair, and internal / external stakeholders, handling correspondence including phone inquiries, email, and traditional mail with professionalism and discretion.
• Documentation : Prepare, review, and distribute various documents, reports, and presentations.
• Meeting Coordination : Organize and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items.

Arranges meals / catering as needed

Board Support : Provide administrative support for board meetings, including scheduling, preparing board packets, and coordinating logistics.

Provide support to visiting Board members and other special guests which may include arranging travel, hotel accommodations, creating and managing their agenda, and securing a loaner vehicle.

• Project Management : Assist in the planning and execution of special projects, ensuring timely completion and adherence to company standards.
• Personal Errands : Handle personal errands and tasks for the CEO and Executive Chair of the Board as needed to ensure their day-to-day activities are seamlessly managed.
• Administrative Tasks : Perform general office duties such as ordering supplies, maintaining confidential employee files, personnel documents, and other comprehensive and accurate records.

Maintain mailing lists and recipient preferences for Annual Reports, holiday cards, ad hoc gifts, etc.

Backup Support : Serve as backup to other Executive Assistants staff as needed, aiding, and ensuring continuity of operations.

Support other Executives as necessary

Miscellaneous : Greet and direct visitors, as necessary. Mail and sort USPS incoming mail to include FedEx and UPS as needed.

Sort mail from interisland pouches and prepare interoffice pouches for daily delivery. Plans and executes various corporate events

• High school diploma or equivalent
• Minimum of six years’ experience as an Executive Assistant supporting a C-suite leader
• Capable of handling confidential and highly sensitive information with discretion
• Demonstrates strong decision-making skills, even with limited information; able to think outside the box and problem-solve tasks with little or incomplete information
• Skilled multi-tasker who can manage multiple competing priorities effectively
• Exceptionally organized and detail-oriented
• Flexible and adaptable, able to handle changes and interruptions on short notice
• Strong ability to build and maintain working relationships with other Executive Assistants both internally and externally
• Excellent verbal and written communication skills
• Demonstrates strong interpersonal skills
• Comfortable with new technology, virtual meeting platforms, and multiple scheduling systems such as Zoom, Teams, Webex, and Outlook
• Proficient with Microsoft Office applications

About Servco :

At Servco, we’re committed to providing valuable mobility solutions to empower people through the freedom of movement and opportunity.

From Australia to California, and of course, Hawaii, Team Servco is a collective of over 2,000 like-minded individuals guided by our four Core Values of Respect, Service, Teamwork, and Innovation.

For over 100 years, we have been dedicated to superior service, to both our customers and team members. We look forward to helping you create Life : Moments that matter to you.