Executive Assistant

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.

We are looking for a highly organized and proactive Executive Assistant to provide dedicated support to our executive team. The successful candidate will possess strong attention to detail, excellent communication abilities, and the capacity to manage a variety of tasks in a fast-paced environment. This role requires handling confidential information with the utmost discretion while delivering comprehensive administrative support to ensure the executive office runs smoothly and efficiently.

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!

• Provide high-level administrative support to company leadership, ensuring efficient operation and communication within the organization.
• Create and manage the company's SharePoint site and Microsoft Teams environment, ensuring proper access controls and optimal use of Teams channels.
• Organize and maintain files, records and databases while safeguarding the confidentiality of sensitive information and documents.
• Track and maintain all Company contracts, permits and regulatory documents, including tank inspection records and serves as the primary point of contact for internal and external associated matters.
• Serves as a certified Notary Public and attend all required training sessions to maintain active certification.
• Schedule and coordinate meetings, appointments, and events for executives and other company teams as required including preparing agendas, taking minutes and ensuring timely and proper follow up on action items.
• Manage all executive correspondence, including emails, phone calls, and letters, while serving as a liaison between the executive team and other stakeholders.
• Maintain relationships with travel partners and coordinate comprehensive travel arrangements, including flights, accommodations, and detailed itineraries.
• Create, edit, and manage documents, presentations, and reports while supporting project planning, monitoring progress, and ensuring adherence to deadlines.
• Bring a growth mindset and a passion for learning-continuously expanding your skills to elevate your performance and strengthen the team's success.

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.

• 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
• Possession of a valid Type 3 Driver's License along with reliable transportation is required for routine work related travel.
• Extensive knowledge of technology, including advanced proficiency in Microsoft Outlook, Microsoft Office, SharePoint, and related enterprise software systems.
• A positive, friendly demeanor and the ability to communicate effectively with colleagues, vendors, customers and other individuals within the workplace are essential for this role.
• Strong emotional intelligence with keen awareness of both verbal and non-verbal interpersonal communication skills.

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