Description

Position Overview: 

Re-use Hawaii is seeking a highly organized, proactive, and detail-oriented Executive Coordinator to support the Executive Director, Director of Administration, and overall administrative operations of the organization.

This position plays a critical role in keeping daily operations running smoothly by supporting executive leadership, coordinating administrative functions, managing communications, and assisting with organizational systems and projects. The ideal candidate is a strong communicator, skilled multitasker, and problem solver who can anticipate needs, stay organized under pressure, and maintain professionalism and confidentiality. 

Key Responsibilities

Executive Support

• Support the Executive Director with scheduling, correspondence, document preparation, and other tasks as assigned
  Coordinate meetings, events, travel arrangements, and follow up on action items, deadlines, and organizational priorities
• Serve as a point of contact for internal and external communications and help ensure effective coordination across programs and departments

Administrative Support

• Assist with maintaining organized filing systems, records, and internal tracking processes
• Support the preparation of reports, presentations, proposals, and other organizational documents
• Assist with data entry, reporting, recordkeeping, and administrative processes related to payroll, benefits, donations, grants, and organizational performance tracking
• Support the creation of signage, marketing materials, and other communications as needed.
• Assist with development activities, donor documentation, and community outreach efforts
• Identify opportunities to improve administrative systems, workflows, and organizational efficiency.
• Support special projects and strategic initiatives that advance the mission of Re-use Hawaii.

Requirements

Qualifications: 

• Experience in administrative support, executive assistance, office management, or related roles
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines
• Strong attention to detail and accuracy
• High level of professionalism, discretion, and confidentiality
• Proficiency with Google Workspace, Slack, task management systems, and database systems
• Ability to work independently while collaborating effectively with a team

Preferred Qualifications: 

• Experience working in a nonprofit environment
• Experience supporting executive leadership
• Familiarity with accounting, bookkeeping, HR, payroll, or administrative systems
• Interest in sustainability, circular economy, workforce development, or community-based programs
• Experience with grant administration or project coordination

Physical Requirements: 

• Ability to work in an office and warehouse environment
• Ability to occasionally lift up to 25 pounds
• Ability to travel locally for meetings, events, errands, and site visits as needed