Executive Coordinator, Hawai‘i and Palmyra

About the role

What We Can Achieve Together: The Executive Coordinator to Hawai'i and Palmyra Business Unit Executive Director provides direct support as an executive team member and may also support other senior managers, serving as a key partner in managing priorities, advancing initiatives, and strengthening organizational effectiveness across the Hawai'i and Palmyra Business Unit. The role elevates beyond traditional administrative support to proactively shape how the Executive Director's time, leadership forums, and key engagements are structured and managed, aligning day‑to‑day operations with business unit priorities. The Executive Coordinator ensures that executive time, team processes, and communications are deliberately organized to maximize impact. Working in close partnership with senior leadership, this position supports the effectiveness of the Executive Team and Hawai'i Management Team by helping ensure strong coordination, clear alignment, and consistent follow‑through on priorities and decisions. The Executive Coordinator also supports engagement with the Board of Trustees and other key stakeholders, contributing to well-prepared, high-quality interactions. This role serves as an operational integrator across leadership priorities, identifying opportunities to improve workflows, address coordination challenges, and enhance execution. It requires sound judgment, discretion, and the ability to act independently and, at times, on behalf of the executive to maintain momentum on critical initiatives. This position will be based in Honolulu and be expected to be in the office at least one time per week, sometimes more at certain times to support events and in-person meetings. ESSENTIAL FUNCTIONS The Executive Coordinator will perform a variety of high-level administrative tasks, which may include budget preparation, domestic and international travel arrangements, meeting logistics, reporting and tracking information, and scheduling. They will create, oversee, and work to consistently improve communications to all members within the Hawai'i and Palmyra Business Unit's scope and beyond. They may provide operational support to the executive, such as recruiting and other HR support, creating/submitting financial and technical reports, and analyzing key data to ensure efficient management. The Executive Coordinator will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will manage operational program guidelines and modify processes to achieve results, improve workflow, and solve problems. They will provide advice, recommendations, and training related to needs of the Executive Director. They must have advanced knowledge of the systems and resources utilized by the program in order to provide support. The Executive Coordinator will work in close cooperation with senior managers, staff, trustees, and donors, as well as customers, vendors and business relations. They will manage diverse tasks, analyze situations, evaluate alternatives, project outcomes, and implement solutions in order to improve effectiveness. RESPONSIBILITIES & SCOPE Maintain accountability for priorities supporting the Executive Director and leadership team, ensuring alignment between executive time, leadership team processes, and Hawaiʻi and Palmyra Business Unit (BU) strategic goals; Act independently and, at times, in the Executive Director's stead, exercising sound judgment to identify, prioritize, and resolve complex operational and coordination challenges; In partnership with the Director of Culture & Operations and senior staff, support the implementation of leadership team processes, rhythms, and initiatives, ensuring effective execution and follow-through on Executive Team and Hawaiʻi Management Team priorities; Develop, coordinate, and implement initiatives that improve executive operations, leadership team effectiveness, and cross-functional alignment within the BU; Ensure programmatic commitments, Conservancy policies and procedures, financial standards, and legal requirements are met and managed for compliance; decisions may bind the organization financially or legally. Support and manage Board of Trustees, emeritus trustees, and external stakeholder engagement processes, including coordination of materials, logistics, and follow‑through to maintain consistent, high-quality interactions; Assist with the development of and work within a budget; negotiate and contract with vendors in support of meetings, retreats, travel, and operational needs; Maintain confidentiality of frequently sensitive and emotionally charged information, exercising discretion in all interactions with leadership, trustees, staff, donors, and partners; Manage and implement multiple concurrent projects and priorities, including leadership meetings, retreats, and cross-cutting initiatives; set timelines, track progress, and ensure accountability for outcomes; Identify opportunities to improve workflows an

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Company Intel

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