Administrative & Accounting Assistant

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

At the East-West Center, we're committed to creating a dynamic, inclusive workplace where every team member can thrive. Our Finance team is searching for a highly skilled and motivated Administrative & Accounting Assistant! This position provides integrated clerical, operational, and financial support to ensure the efficient day-to-day functioning of the department and program support staff. This role serves as a key point of coordination across administrative and finance functions, performing a combination of general office duties and transactional accounting tasks such as preparing and processing routine financial documents and assisting with data entry, reconciliations, and tracking of expenditures. The position also prepares documents and correspondence, ensures quality and timely service, exercises appropriate discretion in handling sensitive information, and contributes to maintaining accurate financial records and efficient administrative workflows.

If this sounds like a position that you could thrive in, we encourage you to join our team and apply for this exciting opportunity today!

KEY RESPONSIBILITIES OF THE ADMINISTRATIVE & ACCOUNTING ASSISTANT

Here are some of the key responsibilities you can expect in this role:

• Provides administrative assistance and support to the Chief Operating Officer to ensure efficient operations of office.
• Carries out administrative duties including but not limited to filing, copying, and scanning.
• Ensures documents disposal per schedule.
• Drafts correspondence, as needed, to respond to non-routine matters.
• Prepares/types correspondence, documents, reports, and memos as needed.
• Provide accounting and clerical support to the Financial and Administrative Services team, including preparing payment documents, as needed.
• Performs cashier duties when the cashier is on leave.
• Prepares journal entries and enters into the general ledger.
• Prepares invoices and reconciles related receivable accounts in a timely manner.
• Generates summary sheets to be used by supervisor or auditor.
• Prepares monthly equipment worksheets and calculates the cost of equipment for database and audit purposes
• Assists with tax return preparation (surveys, researching contracts, etc).

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

REQUIRED QUALIFICATIONS AND SKILLS

You will need to possess the following qualifications and skills to be considered for this role:

Education & Experience – High school diploma and at least two (2) years of relevant work experience within accounting or a related field.

Communication – Possesses strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability - To organize, prioritize and coordinate work involving a wide variety of tasks; to take initiative and work independently and cooperatively in following through on assignments; to assume responsibility for whole areas of work and integrate information from relevant sources; to gather and/or prepare background materials; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to work under the pressure of deadlines and competing demands; to acquire and maintain knowledge of and appropriately apply various policies and procedures; to establish and maintain accurate files and records; to adapt to changes and exercise good judgment in dealing with a variety of situations; to perform effectively in a non-routine work environment;  to appropriately handle confidential information; to make arithmetic computations and record figures accurately; to handle detail-oriented assignments with accuracy, to communicate effectively both verbally and in writing and to function effectively as a work leader.

Knowledge – Of office practices and recordkeeping procedures; of correct English grammar, punctuation, spelling, and word usage; of office machines and equipment including computers and emerging technologies; high proficiency with Microsoft Word and Excel, Adobe, and equivalent office computer applications; proficiency with Google suite, Microsoft 365, or other work sharing platforms; and of meeting software such as Zoom and Skype.

Physical Requirements – Able to sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone.

SALARY AND BENEFITS

The East-West Center values its employees and provides a supportive work environment for staff to excel and thrive. Here are some of the benefits you can expect when you join our team:

• Competitive Salary and Benefits

The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings, and paid time off.

• Career Growth Opportunities

We believe in investing in our employees and providing opportunities for career growth and development. By joining our team, you will have the opportunity to take on additional responsibilities and advance your career within our organization.

• Supportive Work Environment

We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY

If you're interested in applying for this role, submit an electronic application by clicking the "APPLY TO THIS JOB" button below so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References 

Ensure that your references can attest to your skills, worth ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside on Oahu, Hawaii.