HTA Administrative Assistant (Destination Stewardship Branch)

About the Role Full-time, exempt. This position provides essential administrative and fiscal support to the HTA Chief Stewardship Officer, HTA Brand Managers, and HTA Destination Stewardship Managers. Responsibilities include coordinating administrative processes, managing contract files, assisting with procurement and financial activities, arranging travel, and ensuring the operational effectiveness and efficiency of the Destination Stewardship Branch. KEY RESPONSIBILITIES: Administrative and Fiscal Support Provide administrative assistance involving contracts, purchasing, accounting, and fiscal matters. Maintain calendars, schedule meetings, and coordinate appointments for assigned HTA managers. Establish and maintain complete and compliant contract files for Destination Stewardship contracts. Research, prepare, and finalize all travel-related documentation for staff and contractors. Communicate with contractors regarding deliverables, timelines, and payment status. Prepare contract payment and deliverable checklists and review submissions for completeness. Process invoices in accordance with HTA Finance Office procedures. Utilize word processing, spreadsheets, contract management systems, and fiscal software in compliance with HTA policies. Other Administrative Duties Provide administrative support for HTA meetings, events, and activities. Receive, respond to, and refer requests directed to the Destination Stewardship team. Update and maintain the HTA Destination Stewardship Team contact list. Provide receptionist and administrative coverage as needed. Other Duties Perform other related duties as assigned to support the Destination Stewardship Branch, and the HTA leadership. MINIMUM QUALIFICATIONS: Knowledge Knowledge of proper grammar, punctuation, spelling, and professional communication standards. Ability to use digital and electronic communication tools. Skills and Abilities Ability to read, comprehend, and apply written and oral instructions. Ability to communicate clearly and effectively in both written and verbal form. Ability to establish and maintain effective working relationships with staff, contractors, and external partners. Ability to manage multiple tasks, priorities, and deadlines in a fast‑paced environment. Ability to exercise sound judgment, tact, and professionalism; identify operational issues; and work independently with minimal supervision. Personal computer, office software applications, calculator, telephone, scanner, copier, fax machine, and other standard office equipment. Education High School Diploma or equivalent. Work experience may be substituted for education subject to approval by the HTA President & CEO. Experience Minimum two (2) years of administrative experience in any of the following areas: marketing, public relations, advertising or promotion, community relations, or business relations. Substitutions for experience may be approved by the HTA President & CEO. License Valid Hawai‘i Driver’s License. HOW TO APPLY Submit a cover letter and resume to carole.m.hagihara@hawaii.gov Closing Date: Friday, October 16, 2026. Applications will be reviewed after the closing date. No phone calls, please. The Hawaii Tourism Authority (HTA) is an Equal Opportunity Employer. All employment is decided on the basis of qualifications, merit, and business needs. Pay: $52,000.00 - $54,000.00 per year Work Location: In person

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