Executive Assistant

Description Join Our Team as an Executive Assistant at W. M. Keck Observatory in Waimea, HI!

Do you have a passion for providing exceptional service to your colleagues and community? Are you inspired by the infinite variety and richness of the universe? Do you have a deep and abiding appreciation for the stewardship of Hawai’i - its culture, people and ʻāina? If this describes you, apply now to join us as our newest Executive Assistant.

Why Choose W.M. Keck Observatory: Competitive starting salary ranging from $68,286 to $81,513. Generous benefits package, including 4 weeks of annual paid vacation. A robust 8% 403(b) employer contribution (with a 4% employee contribution). Dependent Tuition Assistance. Comprehensive, fully paid employee health insurance. Join a dedicated team working on the frontiers of astronomy.

About W.M. Keck Observatory: Located on Hawaii's Maunakea, W.M. Keck Observatory offers astronomers a unique vantage point to explore the universe, all while respecting the deep cultural significance of this site to the indigenous Native Hawaiian community. Our twin telescopes are at the forefront of astronomical research and provide invaluable insights into the cosmos. At Keck, we are committed to service, stewardship, and community engagement. Join us and become an integral part of our mission. A Day in the Life of an Executive Assistant: The Executive Assistant plays a crucial role in advancing the comprehensive spectrum of operational functions within the framework of the W. M. Keck Observatory’s (WMKO) objectives, mission, vision, and values. Reporting to the Observatory Director, the position proactively handles a variety of tasks to facilitate the smooth operations of the Observatory’s directorate. This includes but is not limited to communicating with both the internal organization, and the community at large, working on projects, and balancing multiple priorities. The principal activities of this role are to coordinate activities on behalf of the Director and Deputy Director, communicate to the staff at the request of the Director, provide support to the Senior Leadership Team, coordinate events and Observatory major meetings on and offsite, and perform a variety of administrative tasks in support of directorate-level initiatives.

The successful candidate possesses exceptional organizational and time management skills, has a keen eye for detail, accepts changing priorities with ease, thrives in a fast-paced environment, thinks creatively when faced with challenges and opportunities, works behind the scenes to anticipate and fulfill needs, relishes in the success of others, and has a passion for both Hawai’i and astronomy.

Skills, Knowledge & Expertise Required Qualifications: Bachelor’s degree or proven five (5) plus years’ experience in an executive assistant position or professional position with transferable skills.

Organizational Skills: Excellent organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously. Highly reliable system of organization.

Communication Skills: Strong verbal and written communication skills, with the ability to convey information clearly and effectively.

Technical Proficiency: Proficiency in Microsoft Office Suite including SharePoint and other relevant software, such as project management tools, graphics, and communication platforms.

Independence: Ability to work independently and as part of a team, demonstrating initiative and proactive problem-solving abilities.

Professionalism: High level of professionalism, with attention to detail and a commitment to maintaining confidentiality.

Emotional Intelligence: Strong emotional intelligence and the ability to interact effectively with a diverse range of constituents, including staff, scientists who use the observatory and members of the local community in Hawaiʻi.

Preferred Qualifications: Prior experience in Scientific or Academic Settings: Familiarity with the unique demands and culture of scientific or academic institutions.

Experience in Hawaiʻi: Familiarity with the cultural norms of Hawaiʻi.

Project Management Skills: Experience in managing projects and budgets and coordinating with multiple stakeholders, including vendors.

Multilingual Abilities: Proficiency in additional languages, especially those relevant to the local community in Hawaiʻi, is a plus. The Keck Observatory telescopes on Maunakea in Hawaii, are the world’s largest optical and infrared telescopes. Keck Observatory's vision is to advance the frontiers of astronomy and share our discoveries with the world.