Hawaii executive assistant employment contract template

Hawaii Executive Assistant Employment Contract

This Full-Time Executive Assistant Employment Contract (the “Agreement”) is made and entered into as of [Date], by and between [Employer Full Legal Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address], hereinafter referred to as “Employer,” and [Employee Full Legal Name], residing at [Employee Address], hereinafter referred to as “Employee.”

1. Position and Duties

Position: Executive Assistant

Job Duties: Employee will perform the duties and responsibilities typically associated with the position of Executive Assistant, including, but not limited to:

• Managing the executive’s calendar.
• Scheduling appointments, meetings, and travel.
• Preparing and processing correspondence, presentations, and reports.
• Screening calls and emails.
• Organizing files and records.
• Supporting event planning and logistics.
• Maintaining confidential information pertaining to executive or company affairs.
• Coordinating between departments on behalf of the executive.
• Acting as the initial point of contact with stakeholders inside and outside the organization.

Communication Protocols:

• Employee shall handle sensitive matters with the utmost discretion.
• Employee shall prioritize the executive’s workflow and information flow as directed by the executive.

Option A: Additional Duties: [Specify Additional Duties]

Option B: Specific Software Proficiency Required: [List Required Software]

2. Reporting Relationship

Reporting Structure: Employee will report directly to [Name of Executive or CEO].

Chain of Command:

• Option A: In the absence of the Executive, Employee will report to [Alternate Supervisor Name].
• Option B: Specific individuals authorized to assign work to the employee: [List of Names].
• Option C: Individuals authorized to approve leave: [List of Names].

3. Work Location

Primary Work Location: The primary work location shall be the Employer’s office located at [Employer Address in Hawaii].

Remote Work:

• Option A: Hybrid Work Arrangement: Employee is permitted to work remotely [Number] days per week. Remote workdays are [List Days of the Week].
• Option B: Remote Work Policy: Employee will adhere to the Employer’s Remote Work Policy, which addresses workplace safety, ergonomics, remote equipment, data security, and privacy obligations in accordance with Hawaii law.
• Option C: No Remote Work: This position requires in-office work only.

4. Employment Status and Work Hours

Employment Status: Full-time

Standard Work Hours: [Number] hours per week, typically from [Start Time] to [End Time], Monday through Friday.

Hawaii-Mandated Breaks: Employee is entitled to Hawaii-mandated meal and rest periods, in accordance with Hawaii Revised Statutes (HRS) Chapter 387.

Overtime:

• Overtime work must be pre-approved by [Name of Executive/Manager].
• Employee will be compensated for overtime hours (hours worked in excess of 40 hours per week) at a rate of one and one-half (1.5) times their regular hourly rate, as required by HRS Chapter 387.
• Timekeeping: Employee is required to accurately track and report all work hours.

5. Compensation

Base Salary/Wage: [Dollar Amount] per [Year/Hour].

Pay Frequency: [Semi-monthly/Bi-weekly/Monthly].

Payment Method: [Direct Deposit/Check].

Overtime Rate: One and one-half (1.5) times the regular hourly rate.

Bonus Eligibility:

• Option A: Discretionary Bonus: Employee may be eligible for a discretionary bonus, the amount and timing of which shall be determined by the Employer in its sole discretion.
• Option B: Executive Performance-Based Bonus: Employee may be eligible for a bonus based on the executive’s performance, as determined by the Employer. The specific criteria for this bonus will be communicated separately.

Expense Reimbursement: Employee will be reimbursed for reasonable and necessary work-related expenses incurred on behalf of the Employer, including travel, event, and hospitality costs, upon submission of receipts and proper documentation in accordance with the Employer's expense reimbursement policy.

6. Benefits

Health Insurance: Employer provides health insurance coverage in accordance with the Hawaii Prepaid Health Care Act. Details of available medical plans, eligibility start dates, and employee premiums will be provided separately.

Dental and Vision Insurance:

• Option A: Employer-sponsored dental and vision insurance will be provided. Details of the plans will be provided separately.
• Option B: Employer does not offer dental and vision insurance.

Retirement Plan:

• Option A: Employer offers a 401(k) plan. Employee is eligible to participate after [Number] months of employment.
• Option B: Employer offers a SIMPLE IRA plan. Employee is eligible to participate after [Number] months of employment.
• Option C: Employer does not currently offer a retirement plan.

Temporary Disability Insurance (TDI): Employer provides Temporary Disability Insurance (TDI) coverage as required by HRS.

Leave:

• Vacation: Employee is entitled to [Number] days of paid vacation per year, accrued according to the Employer’s vacation policy.
• Sick Leave: Employee is entitled to sick leave in accordance with Hawaii law and the Employer’s sick leave policy.
• Holidays: Employee is entitled to paid time off for Hawaii-recognized public holidays.
• Personal Days: Employee is entitled to [Number] paid personal days per year.

Professional Development:

• Option A: The Employer will reimburse Employee for pre-approved professional development or training expenses related to executive assistant skills, up to [Dollar Amount] per year.
• Option B: The Employer may provide opportunities for internal training and development related to the Employee's role.

7. Confidentiality

Employee acknowledges that they will have access to confidential and proprietary information belonging to the Employer and its clients, including personal, organizational, and third-party data.

Employee agrees not to disclose any confidential information to any third party, either during or after the term of their employment, except as required by law. This includes, but is not limited to, financial information, business strategies, client lists, and employee data.

This clause does not restrict employee’s ability to report unlawful conduct under Hawaii’s “whistleblower” protections.

8. Intellectual Property

Employee agrees that all materials, presentations, systems, or other works produced by Employee in the course of their employment shall be the sole property of the Employer.

9. Outside Activities

Employee agrees to obtain prior written consent from the Employer before engaging in any external freelance, consulting, or board activities.

10. Standards of Conduct

Employee agrees to comply with all Employer policies, including those related to workplace conduct, IT use, and dress code.

Employee agrees to maintain the confidentiality of all information accessed in the course of their employment.

Employee agrees to report any security incidents, potential conflicts of interest, or compliance concerns to the appropriate personnel.

Employee is expected to maintain a high level of professionalism, discretion, and adaptability to shifting priorities.

Employee shall not use Employer resources for unauthorized purposes.

11. At-Will Employment

Employee’s employment with Employer is at-will, meaning that either party may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to the notice period outlined below.

12. Termination

Voluntary Resignation: Employee agrees to provide [Number] weeks written notice to Employer of their intention to resign.

Employer-Initiated Termination: Employer may terminate Employee’s employment for cause or without cause.

• Option A: Severance: In the event of termination without cause, the Employer may provide severance pay to Employee, the amount of which shall be determined by the Employer in its sole discretion.

Offboarding: Upon termination of employment, Employee shall return all Employer property, including keycards, equipment, files, and credit cards, and shall delete all work-related electronic access.

Final Paycheck: Employee’s final paycheck, including all wages due, will be provided in accordance with HRS 388-3 (requirement for payment of all wages due at time of termination or by next regular payday, whichever is sooner).

Post-Termination Restrictions: Employee agrees not to solicit the Employer’s clients or employees for a period of [Number] months following termination. Employee will not disclose confidential information to third parties after termination. This does not violate Hawaii Revised Statutes §480-4 (Hawaii’s strong ban on non-compete and non-solicitation agreements for most workers including executive assistants).

Accrued PTO: Treatment of accrued but unused PTO and sick pay upon termination will be handled per Hawaii law.

13. Workplace Policies

Employee agrees to abide by Employer's sexual harassment prevention, anti-bullying, and workplace violence policies.

14. Dispute Resolution

In the event of any dispute arising out of or relating to this Agreement, the parties agree to first attempt to resolve the dispute through good faith negotiation.

If negotiation is unsuccessful, the parties agree to attempt to resolve the dispute through mediation by a neutral mediator located in Hawaii.

Option A: Arbitration: Any dispute not resolved through mediation may be submitted to binding arbitration in accordance with the rules of the American Arbitration Association, with venue exclusively in Hawaii.

Hawaiian law shall govern this agreement.

15. Compliance with Hawaii Law

This Agreement is intended to comply with all applicable Hawaii statutes, including those related to wage and hour, family/medical leave, health insurance, workers’ compensation coverage, and disability accommodations under state and federal law.

Employer will provide reasonable accommodations for disabilities or pregnancy as required by HRS 378-2.

16. Anti-Discrimination

Employer is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (including gender identity/expression and sexual orientation), age, ancestry, disability, marital status, arrest/conviction record, or status as a victim of domestic or sexual violence.

17. Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

18. Amendment

This Agreement may be amended only by a written instrument signed by both parties.

19. Severability

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

20. Signatures

Employer:

____________________________

[Employer Representative Name]

[Employer Representative Title]

Date: ______________________

Employee:

____________________________

[Employee Full Legal Name]

Date: ______________________