Hoiana Resort & Golf ★ 3.4

SCOPE OF POSITION

The Admin Assistant – External Affairs supports the External Affairs team in administrative tasks, documentation, scheduling, communication with partners, and coordination of external activities to ensure smooth operations.

RESPONSIBILITIES AND ACCOUNTABILITIES

Administrative Support

• Manage document filing, data entry, and administrative records.

• Prepare letters, reports, meeting minutes, presentations, and other documentation.

• Coordinate schedules, appointments, and meetings for the External Affairs team.

• Handle office correspondence and maintain organized filing systems (physical and digital).

• Manage team’s facilities and coordinate the setup, access, and maintenance of company system accounts.

External Coordination

• Communicate with external partners, government agencies, and stakeholders as assigned.

• Assist in preparing documentation for licensing, compliance, and legal processes.

• Support the organization of external events, site visits, community engagement activities, and official meetings.

• Track and follow up on submissions, approvals, or requests involving external parties.

Internal Communication & Support

• Coordinate information flow between departments involved in external affairs activities.

• Provide administrative support to ensure alignment across teams.

• Assist with internal reporting and preparation of departmental updates.

Education

• Bachelor’s degree in Business Administration, Public Relations, Communications, or a related field.

Skills & Competencies

• Strong communication and interpersonal skills.

• Excellent organizational and time-management abilities.

• High attention to detail and the ability to manage multiple tasks simultaneously.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and general administrative tools.

• Good English writing and speaking skills (if needed, specify level: e.g., TOEIC/IELTS).

Experience

• 1–2 years of experience in administration, external affairs, government relations, or similar roles preferred.