The Role
Provides administrative and reception support by managing calendars, communications, documents, reports, meetings, minutes, filing systems, travel arrangements, expenses, and events. The role also supports video conferencing, improves administrative procedures, and coordinates information and training requests. Requires independent judgment, problem-solving, collaboration, and proficiency with Microsoft Office 365, SharePoint, Slack, Adobe Acrobat, e-signing tools, and related productivity applications.
Summary Generated by Built In
Are you a dynamic and detail-oriented administrative professional looking to make an immediate impact and contribute to a collaborative and innovative work environment? Are you seeking a part-time opportunity with an organization that values your contributions and fosters a supportive work environment? If so, we invite you to explore this exciting opportunity.
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.
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 Administrative Assistant
The Administrative Assistant (AA) provides essential administrative support and coordination for individuals, groups, projects, and programs, enabling staff to focus on high-level responsibilities. The AA facilitates organizational operations by preparing documents, ensuring effective process execution, managing information distribution, and supporting training requests. The AA ensures that all their duties are completed accurately, timely, and delivered with high quality. The AA applies experience, judgment, and flexibility to plan and accomplish goals with a wide degree of creativity and latitude.
Essential Functions:
- Schedule appointments, organize calendars, and manage phone calls and emails for supervisors and managers
- Prepare and manage documents and electronic submissions in line with observatory policies and procedures.
- Compile and prepare reports
- Plan meetings and take detailed, accurate minutes
- Review and optimize administrative procedures٫ including the implementation of new templates and filing systems
- Serve as the receptionist
- Support meetings using video conferencing, communications applications, and other productivity tools
- Coordinate travel arrangements, prepare itineraries, complete, and submit travel expense documents, and support event planning
Required Qualifications
Education
- Associate’s degree in office administration or relevant professional experience
Experience
- Five (5) years of progressively responsible experience as an Office or Administrative Assistant
Skills. Proficiency and ability to:
- Troubleshoot problems
- Use Microsoft Office 365 Suite
- Use cloud-based office applications such as SharePoint and Slack
- Use Adobe Acrobat and e-signing tools
- Explore, learn, and adapt to rapidly evolving technology
- Acquire knowledge quickly to anticipate staff’s needs
- Apply initiative and works independently and collaboratively with staff
- Problem solves, to negotiate, and ability in conflict resolution
- Process and analyze information clearly and take instructions to create efficient actions
About
At the W. M. Keck Observatory, we approach our work with wonder about the mysteries of the universe and with deep respect and care for Maunakea – a mountain revered in Hawaiʻi and unlike any other in the world. For more than three decades, astronomers using Keck Observatory’s twin 10-meter telescopes have vastly expanded our understanding of the cosmos through astonishing findings about our solar system, exoplanets, supermassive black holes, the evolution of the universe, and more. We are dedicated to the values of service and stewardship, while advancing the frontiers of astronomy, sharing our discoveries, and inspiring the imagination of all.
Skills Required
- Associate's degree in office administration or relevant professional experience
- Five years of progressively responsible experience as an office or administrative assistant
- Proficiency with Microsoft Office 365 Suite
- Experience using cloud-based office applications such as SharePoint and Slack
- Experience using Adobe Acrobat and e-signing tools
- Ability to troubleshoot problems
- Ability to learn and adapt to rapidly evolving technology
- Ability to acquire knowledge quickly and anticipate staff needs
- Ability to work independently and collaboratively
- Problem-solving, negotiation, and conflict-resolution abilities
- Ability to process and analyze information clearly and follow instructions to create efficient actions
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
The W. M. Keck Observatory telescopes are among the most scientifically productive on Earth. The two 10-meter optical/infrared telescopes atop Maunakea on the Island of Hawaiʻi feature a suite of advanced instruments including imagers, multi-object spectrographs, high-resolution spectrographs, integral-field spectrometers, and world-leading laser guide star adaptive optics systems. Keck Observatory is a private 501(c) 3 non-profit organization operated as a scientific partnership among the California Institute of Technology, the University of California, and the National Aeronautics and Space Administration. The Observatory was made possible by the generous financial support of the W. M. Keck Foundation. We wish to recognize and acknowledge the very significant cultural role and reverence that the summit of Maunakea has always had within the Native Hawaiian community. We are most fortunate to have the opportunity to conduct observations from this mountain
