Director, Administration - #1413513

Job Purpose

The Administration Director is responsible for the leadership of the administrative functions at the Liliʻuokalani Trust, ensuring efficient operations, policy compliance, and resource management. This position will report to the Vice President and Chief Financial Officer.

Essential Responsibilities

• Oversee and manage the daily operations of the administrative team, including supervising administrative and procurement staff, delegating tasks, and providing guidance and support.
• Streamline administrative processes and systems to optimize workflow, minimize redundancy, and improve overall effectiveness.
• Manage and monitor budgets, expenses, and purchasing activities to ensure cost-effectiveness and adherence to financial guidelines.
• Handle employee-related administrative tasks, including onboarding, offboarding, performance evaluations, and employee records management.
• Develop and implement training programs for administrative staff.
• Responsible for office space planning at Liliʻuonamoku (corporate headquarters).
• Negotiate contracts and agreements with vendors and service providers, ensuring favorable terms and conditions.
• Oversee records management systems and offsite storage to ensure efficient document storage, retrieval, and disposal.
• Responsible for the inventory of the Queen’s artifacts, ensure safeguards in place and adequate storage.
• Manage the inventory of Lili’uonamoku office furniture, equipment, and fine arts.
• Oversee the org-wide travel management process.
• Ensure annual business registration renewals are done timely.
• Assist and coordinate the annual probate court process document gathering.
• Maintain and update policies and procedures relating to all administrative, procurement and support functions, ensuring compliance with legal and regulatory requirements. Identifies, evaluates and implements improvements to administrative systems and procedures.
• Ensure compliance with relevant laws, regulations, and industry standards, and mitigating potential risks.
• Assist in event planning and coordination.
• Manage special projects and initiatives to support the executive office.
• Other duties as assigned.
  
  

Qualifications

• Bachelor’s degree in business administration, management or a related field.
• Extensive experience in administration and operations in a senior role, minimum of 3 years.
• Strong leadership and management abilities, with the ability to motivate and inspire a team.
• Strong analytical and data-driven mindset, with the ability to analyze complex information and make data-based recommendations.
• Strong ethical conduct and ability to handle confidential and sensitive information with discretion.
• Strong understanding of budgeting and financial management principles.
• Strong problem-solving skills and solutions oriented attitude with the ability to think quickly and make decisions independently.
• High level of professionalism/professional aptitude in dealing with fluid and/or complex situations.
• Excellent written, verbal communication and listening skills, comfortable communicating with high-level executives.
• Proficiency in using office productivity tools and software, including Microsoft Office Suite.
  
  

Job Competencies

• Must be a critical thinker, intellectually curious, detail-oriented, and unafraid to ask questions or give opinions.
• Must have a strong personal fit with our non-hierarchical, no-ego, intellectually honest, meritocratic culture.
• Must have ability to work across a number of projects simultaneously, sometimes on tight deadlines.
• Ability to communicate effectively internally and externally.
• Team orientation and strong interest in supporting the mission of the Trust.
  
  

Organization Competencies

• Alignment with Queen’s legacy: Understanding and appreciation of Queen Liliuokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.
• Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement.
• Ho`ike i na Mana`o Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.
• No'ono'o loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations
• Ho'o kumu a'e or `Imi hakuhia (Innovation): Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.
• Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust): Manages relationships to create optimal opportunities and move the organization forward.
• Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.
• Ho`onui I ka `Ike (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others.
  
  

Mental And Physical Demands

• Ability to lift boxes containing office equipment or records up to 25 lbs pounds and lift them into cabinets or stack them 3-4 feet above floor level.
• Requires frequent sitting—over 50% of the time.
• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Needs to travel, on occasion, via ground transportation or air to other office locations.
• Frequently communicates in writing or verbally in person or over the phone with co-workers to answer questions and provide assistance.
• Frequently reads and interprets written agreements, and other written material and interprets them to determine action needed to be taken.
  
  

Terms and Conditions of Employment

As a condition of employment, employee will be subject to LT’s policies and procedures.

Please Note: This is not a remote position. Applicants must be able to work from Honolulu office.

SALARY RANGE ADVERTISED IS THE HIRING OR STARTING RANGE FOR THE ROLE.

Job Title: Director, Administration

Reports to: VP and CFO

FLSA Status: Full Time

Aligned Executive: VP and CFO

Kipuka: Liliʻuonamoku

Department: Team Services Administration