Job Description

The Executive Organizational Improvement Assistant provides administrative and project coordination support for organizational improvement initiatives throughout the company. Working closely with executive leadership and departmental stakeholders, this position is responsible for documenting existing processes, recording identified operational challenges, tracking improvement initiatives, monitoring implementation progress, and maintaining organizational policies and procedures.

The position serves as a central point for organizing and documenting continuous improvement efforts, ensuring that approved initiatives are properly communicated, implemented, and monitored. While the position facilitates the improvement process and maintains accountability for follow-through, it is not responsible for independently developing operational solutions or making organizational decisions.

In addition to supporting process improvement initiatives, this position provides administrative and human resources support as assigned.

This position reports directly to the President.

Pay: Between $75k/year- $85k/year

Benefits: PTO, sick leave, holiday leave, Life, Accidental Death and Dismemberment, Short Term Disability

Optional Benefits: Medical, Dental, Vision, 401(K) matching with employee participation in 401(K) plan

Responsibilities

Organizational Improvement Support

• Meet with executive leadership, managers, and employees to document operational processes, challenges, and opportunities for improvement.
• Record observations, meeting notes, and stakeholder feedback regarding organizational operations.
• Assist in documenting current workflows and business processes.
• Prepare summaries of identified issues, operational concerns, and recommendations provided by leadership or stakeholders.
• Organize and maintain documentation related to organizational improvement initiatives.
• Assist leadership in prioritizing and tracking improvement projects.
• Monitor the status of approved initiatives and provide regular progress updates.
• Follow up with departments to verify implementation of approved process changes.
• Maintain records demonstrating implementation status and completion of improvement initiatives.
• Identify overdue action items and communicate status updates to leadership.
• Assist in maintaining standardized operating procedures, forms, templates, and organizational documentation.

Policy and Procedure Administration

• Draft policies, procedures, and process documentation based upon direction provided by leadership.
• Format and edit organizational policies to ensure consistency and professionalism.
• Maintain version control of company policies and procedures.
• Coordinate distribution of updated policies and operational documents.
• Maintain an organized repository of current organizational documentation.

Administrative Support

• Provide administrative support to executive leadership.
• Coordinate meetings related to organizational initiatives.
• Prepare meeting agendas, minutes, and action item summaries.
• Track assignments and follow-up items resulting from leadership meetings.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Assist with special projects and organizational initiatives as assigned.
• Maintain confidential records and information.

Human Resources Support

Assist with administrative human resources functions including:

• Preparing and maintaining HR forms and documentation.
• Assisting with onboarding documentation and employee files.
• Maintaining personnel records.
• Coordinating employee acknowledgments of company policies.
• Assisting with training documentation and tracking.
• Supporting employee communications.

Providing general administrative support to HR functions as assigned.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Human Resources, Project Management, or a related field; or an equivalent combination of education and experience.
• Ten (10) or more years of progressively responsible administrative, project coordination, executive assistant, or office management experience.
• Exceptional organizational and documentation skills.
• Strong written communication and professional business writing abilities.
• Excellent attention to detail and accuracy.
• Ability to manage multiple projects and priorities simultaneously.
• Strong interpersonal skills and the ability to communicate effectively with employees at all organizational levels.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.

Knowledge, Skills & Abilities

• Excellent written and verbal communication.
• Strong organizational and time management skills.
• Outstanding attention to detail.
• Professional business writing and document formatting.
• Project coordination and follow-up.
• Meeting coordination and minute preparation.
• Recordkeeping and document management.
• Ability to prioritize competing assignments.
• Strong analytical thinking and problem identification.
• Ability to work independently while maintaining regular communication with leadership.
• Professional judgment and discretion.

Success Measures

Success in this position will be measured by:

• Accurate and timely documentation of organizational initiatives.
• Effective tracking and follow-up of assigned improvement projects.
• Timely completion and organization of policies and procedures.
• Consistent communication regarding project status and outstanding action items.
• Well-maintained organizational records and documentation.
• Reliable administrative support provided to leadership.
• Positive collaboration with managers and employees throughout the organization.

Position Characteristics

The ideal candidate is exceptionally organized, detail-oriented, and proactive. They enjoy bringing structure to complex projects, keeping information organized, and ensuring that important tasks do not fall through the cracks. They possess strong written communication skills, exercise sound judgment when handling confidential information, and are comfortable interacting with employees throughout the organization. They thrive in a support role that requires persistence, follow-through, and a commitment to helping leadership successfully implement organizational improvements.

Kukulu LLC

Kukulu LLC is a premier provider of healthcare workers to various military treatment facilities across the United States. With a corporate office in Honolulu, Hawaii and recruiting office in San Antonio, Texas we specialize in providing skilled, trained and highly successful healthcare workers, including RNs, CRNAs, Physicians, LPN/LVN, Licensed Social Workers, and many more.

We have a strong focus on providing our government customers with quality and superior service.

Kukulu LLC is an equal opportunity employer. For further information, please click the link to view the “Know Your Rights: Workplace Discrimination is Illegal” poster.

Know Your Rights: Workplace Discrimination is Illegal

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, or other characteristics protected by law.

Only qualified individuals who are being considered will be contacted for an interview.