Position Title: Administrative Coordinator
LOCATION: Primarily remote. Approximately 1–3 days per month of in\-person work in West Hawaiʻi (primarily in the North Kona Moku, Ahupuaʻa of Kaʻūpūlehu and Kūkiʻo)
HOURS: Part\-time, hourly position — approximately 20 hours per week
COMPENSATION: $30/hour
APPLICATION DEADLINE: Applications will be reviewed on a rolling basis beginning April 30, 2026. This position will remain open until it is filled. We encourage interested candidates to apply early.
ANTICIPATED START DATE: Negotiable, potentially May 2026
ABOUT HUI KAHUWAI
Hui Kahuwaiʻs mission is to perpetuate the legacy of our forebearers by adaptively and collaboratively learning about, protecting, tending, and restoring the biocultural resources and practices of Kekaha, North Kona, Hawaiʻi Island, focusing on Kaʻūpūlehu.
Our work is guided by ʻike kūpuna, kilo, and long\-standing relationships with ʻāina, kai, and community. We work collaboratively with local practitioners, fishers, lineal descendants, communities, and agency partners to implement our programs on the ground. We treat the ʻāina as we treat one another, with reciprocity, patience, care and respect. Together we strive to perpetuate our moʻolelo, traditional practices, and the health of all that reside here.
As a growing organization, we are building strong internal systems that support mālama ʻāina stewardship. This position plays a key role in helping the organization function smoothly, responsibly, and with integrity.
POSITION SUMMARY
Hui Kahuwai is seeking a reliable, detail\-oriented Administrative Coordinator to support day\-to\-day operations and help keep the organization organized, compliant, and responsive. This role works closely with the Executive Director, Program Director, and Board to support administrative systems, financial recordkeeping, communications, and meeting coordination.
The Administrative Coordinator will support the development and maintenance of internal systems that strengthen organizational accountability, compliance, and operational efficiency. This position is well suited for someone who values clarity, organization, trust, and supporting community\-led work behind the scenes. We are looking for an individual that has an appreciation for ʻike kūpuna, cultural practices, and place\-based stewardship. As a growing organization, there is potential for the hours and duties to grow and evolve over time, as the capacity of the organization expands.
KEY RESPONSIBILITIES
Administrative \& Organizational Support
● Organize and maintain digital and physical files in a clear, consistent system, and in ways that are respectful of cultural knowledge and community context.
● Support regular check\-ins with staff to track priorities, deadlines, and follow\-up items.
● Handle sensitive information with discretion and care.
● Maintain shared calendars, including grant deadlines, meetings, events, and staff availability.
● Monitor and respond to general email inquiries and route messages appropriately.
● Draft, edit, and proofread correspondence, reports, and internal documents.
● Order and track office, program, and outreach supplies as needed.
● Create and edit documents and presentations using Microsoft Office Suite, Google Slides or Docs, or Canva.
● Coordinate scheduling and maintain a calendar for education, outreach, and community requests.
● Maintain an organized tracking system of executed contracts, MOUs, and grant agreements.
● Retrieve mail from the Kailua\-Kona Post Office; scan, file, and distribute materials to staff.
● Maintain basic office and mailing supplies.
● Help document internal procedures (basic SOPs) for admin, finance, and communications.
● Develop and maintain tracking spreadsheets for grant deliverables, action items, and Board records.
Financial Recordkeeping \& Support
● Enter and categorize income and expenses in QuickBooks Online by program and funding source.
● Maintain organized financial documentation to support audits and grant reporting.
● Assist with monthly reconciliation in coordination with the Executive Director and accountant.
● Prepare financial summaries and reports for Board meetings and funders.
● Coordinate invoicing or reimbursement requests when grants are cost\-reimbursable.
Meetings \& Coordination
● Coordinate logistics for meetings, including scheduling, locations, food, RSVPs, and communications.
● Attend meetings as requested and take clear, accurate notes and minutes.
● Track action items and support follow\-up after meetings.
● Participate in monthly Board and committee meetings, and occasional partner meetings.
Merchandise \& Fulfillment
● Manage website merchandise fulfillment, including inventory tracking and reordering as needed.
QUALIFICATIONS
Minimum Requirements
● High school diploma or GED.
● Prior experience in administrative, clerical, or nonprofit operations.
● Strong organizational and time management skills.
● Careful attention to detail and ability to follow systems.
● Clear written communication skills.
● Ability to work independently and as part of a small team.
● Reliable internet access and phone access.
● Ability to travel to West Hawaiʻi for occasional in\-person work.
Preferred Skills \& Experience
● Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Drive (Docs, Sheets, Slides).
● Experience using Zoom or Google Meet.
● Proficiency with QuickBooks Online.
● Familiarity with Google Workspace, MailChimp, Squarespace and Canva.
● Experience working with community\-based conservation organizations in Hawaiʻi.
● Experience with indigenous\-led biocultural stewardship in West Hawaiʻi Island.
● Familiarity with Kekahawaiʻole, and the ahupuaʻa of Kaʻūpūlehu and Kūkiʻo in particular from mauka\-to\-makai.
● Familiarity with ʻŌlelo Hawaiʻi and its appropriate use in community contexts.
PHYSICAL DEMANDS \& WORK ENVIRONMENT
● This position is primarily remote.
● Occasional in\-person meetings and program support may involve outdoor settings, including coastal areas and arid environments, under variable weather conditions.
BENEFITS
This part\-time position includes paid time off (vacation and sick leave) and optional benefits such as full medical (medical, drug, vision, and dental), and a 401(k) retirement plan.
HOW TO APPLY
Please email a resume and cover letter to huikahuwai@gmail.com.
In your cover letter, briefly respond to the following:
o Why are you interested in working with Hui Kahuwai?
o What skills or experience make you a good fit for this role?
o Share one practical idea for supporting Hui Kahuwai’s mission.
For questions about this position, contact Rebecca Most, Executive Director, at huikahuwai@gmail.com
Pay: From $30\.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Kailua\-Kona, HI 96740