Job Posting Title
Senior Administrative Assistant
Employee Type
Regular
Recruiting Start Date
10-16-2026
Job Exempt?
No
Recruiting End Date
Open Until Filled
Aloha mai! Mahalo for your interest in Kamehameha Schools. If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!
Kamehameha Schools is seeking a highly organized and proactive Senior Administrative Assistant to support our Operations team, including Trades, Custodial, and Grounds departments. In this dynamic role, you'll serve as a key operational partner, coordinating administrative functions that help keep our campuses running smoothly and efficiently.
Responsibilities include managing Requests for Approval (RFAs), processing purchase orders (POs), coordinating purchases and vendor-related activities, tracking budgets and documentation, and providing comprehensive administrative support for day-to-day operations. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and enjoys collaborating with diverse teams to ensure operational excellence.
This role is an excellent opportunity for someone who enjoys being at the center of operations, supporting the essential services that help create a safe, well-maintained, and welcoming environment for our haumāna, faculty, staff, and community.
Job Summary
Provides confidential and administrative support to division leaders including but not limited to preparing, reviewing, and executing on all purchase requisitions, contracts and other procurement related documents. Responsible for management of fiscal records, and monthly reconciliations to budget reports. Secures, confirms and prepares documentation for travel arrangements, staff development and reimbursements. Handles confidential and sensitive correspondence, project documents and sensitive internal documents (e.g., RFAs).
Essential Responsibilities
Administration
Manages calendar for division/department leaders, appointments, meetings, agendas and use of web based tools (e.g. Sharepoint, web mail, web page, etc.) as well as physical office space management.
Supports leadership teams with agenda and meeting notes preparation and action item follow up. Attend and take meeting minutes for various meetings. Oversee and coordinate division meetings including meeting location reservation, ordering of meals for attends, drafting/finalizing agenda, handouts, and meeting set up.
Completes and coordinates employment related documents and processes (e.g., key employee search, committee coordination, logistics, vacation, sick leave, interviews, scheduling, interview folder preparation and evaluation, set up, etc.) for key management and leadership positions.
Leads and coordinates organization wide responses on behalf of the division (e.g. Giving Campaign, community outreach, service learning participation, reporting of business courtesies, announcements, training, safety and security messages, etc.).
Coordinates and oversees division procurement processes to ensure consistency and compliance with current processes including purchase requisition preparation, purchase order coordination, bid solicitation, coordination and evaluation and procedure creation and documentation, telephone charge analysis, equipment inventory certification, file maintenance, contract review, mobile/smart phone coordination, etc.
Coordinates and completes a variety of administrative functions including, but not limited to: process internal/external correspondence and documents, maintain operational files (both hard and soft copies); manages shared drive and other e-storage areas; process and coordinate submittal of documents for review and approval.
Receives, routes and responds to calls, messages and correspondence to resolve matters. Furnishes information in accordance with organization policy, responds to…