Administrative Assistant I

Pacific Administrators (PAI) was founded in 2001 with a mission to provide exceptional Third-Party Administration services to Multi-Employer (Taft-Hartley) Employee Benefit Plan Trust Funds. PAI has been awarded one of Hawaii Business Magazine's Best Places to Work for 2026 and is Hawaii’s Largest Locally Owned & Operated Third-Party Administrator.

The Administrative Assistant I will work under the Administration Supervisor to assist the Administration Supervisor, Administrative Assistant II and III, and Account Executives with various clerical duties.

• Able to handle trustees, professionals, vendors, etc. in a professional and courteous manner
• Photocopying, scanning and faxing of documents for Supervisor, Admin Assistant II and III, and Account Executives as needed
• Assist in preparation of Trust meeting materials for various meetings
• Assist in reviewing, proofing and finalizing all client Funds meeting minutes
• Prepare and finalize all client Trust Funds meeting agendas
• Coordinate and finalize hotel information for Client Trust meetings
• Coordinate and finalize lunches for Client Trust meetings
• Handling of Conference preparations and Trustee Travel Requests for all Trust Funds and ensure compliance with various client funds’ travel policies
• Handling of Trustees post-conference Expense reports
• Process Admin Department incoming mail
• Mailouts of memos and correspondence
• Able to compose emails, letters to Trustees and Fund Professionals
• Maintain address label file and update Trustee listings for all Trust Funds as needed and email to Trustees, Professionals and internal staff
• Email reminders to all Trustees and Professionals for meetings
• Prepare meeting attendance rosters
• Coordinate trustee signatures on documents with Trustees and/or professionals and coordinate with courier for delivery
• Assist Admin Supervisor and Admin Assistant II and III with coordinating New Trustee Orientations (schedule meetings, prepare new trustee materials and resources, etc.)
• Maintain filing of all Trust records for all Trust Funds
• Assist and coordinate in preparation for Fund Audits
• Assist and coordinate in special projects (Employee Functions, special trustee events etc.)
• Able to handle daily activities in the absence of the Admin Assistant II and III, and Administration Supervisor
• Occasional carrying, loading and transporting of supplies
• Perform other duties as assigned

• 1-2 years College or Business School Education and/or 4+ years of Work Experience in Office Administration
• Type 50-60 WPM
• 10-key by touch
• Highly Proficient in Microsoft Word, Excel, and PowerPoint
• Excellent Communications skills-verbal and written
• Excellent Customer Service and Phone Etiquette skills
• Excellent Organizational Skills and able to Multi-task
• Strong Concentration, Listening and Problem-Solving Skills
• Able to keep matters “confidential”

• PAI offices are indoors & air-conditioned while conditions may vary at client locations
• Monday to Friday, 8:00 - 4:00 PM or 8:30 AM - 4:30 PM, with a 1-hour unpaid lunch
• The duties assigned will have situations that will require extra time