Office Secretary (Finance & Administration)

About PMG

For advertisers seeking to maximize marketing reach and results across Hawaiʻi, Pacific Media Group is the largest statewide, cross-platform media partner that know the Hawaiʻi market best, because Hawaii is our home.

Trusted for over 35 years to engage and inform our community— Pacific Media Group is committed to creating meaningful connections that unite ad customers with consumers, and companies with constituents in ways that strengthen both business and our community.

Pacific Media Group (PMG) connects brands with audiences through powerful storytelling and trusted media platforms across Hawai‘i. As we continue to grow, we’re seeking a Secretary who can seamlessly manage both administrative and financial responsibilities, ensuring the smooth and efficient operation of our office.

Role Overview

This position serves as the central support hub for the Finance & Administration department, handling financial workflows while also carrying out essential office secretary functions. The Secretary will oversee accounts receivable, billing, and reporting while also managing scheduling, documentation, and communications across departments. This role requires strong organizational skills, attention to detail, and the ability to balance finance work with administrative support.

Compensation: $60,000-$70,000+, Depending on Experience - Plus Benefits!

• Paid Medical, Dental & Vision
• Paid vacation and paid sick leave
• 401(k) after 1 year of employment

Key Responsibilities

Finance & Billing

• Post and reconcile payments
• Apply payments in billing systems and reconcile customer accounts
• Perform payment-to-invoice matching and verify deposits
• Track accounts receivable and monitor AR aging reports
• Communicate with clients and internal staff regarding invoices and balances
• Follow up on outstanding accounts and support collections in compliance with standards
• Ensure financial records are audit-ready and support month-end close
• Generate financial reports and highlight collection/payment trends

Administrative & Office Support

• Serve as the primary point of contact for the office—answer phones, greet visitors, and manage general inquiries
• Maintain calendars, schedule meetings, and assist with internal communications
• Prepare, proofread, and distribute correspondence, memos, and reports
• Organize and maintain electronic and paper filing systems
• Support department heads with project coordination and document preparation
• Order and manage office supplies, ensuring the office remains organized and well-stocked
• Assist with onboarding new staff and coordinating office logistics

Required Qualifications

• 2+ years of experience in bookkeeping, accounts receivable, or office administration
• Proficiency with QuickBooks Desktop, Stripe, and Excel/Google Sheets
• Strong organizational skills and meticulous attention to detail
• Clear, professional communication skills for both client and internal interactions
• Ability to multitask and manage deadlines across finance and administrative tasks

Preferred Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field
• 3–5 years of combined experience in finance and office administration
• Familiarity with GAAP, internal controls, and FDCPA compliance
• Advanced Excel skills (pivot tables, reconciliations, reporting)
• Experience with CRM systems (e.g., Pipedrive)
• Prior experience in media, advertising, or service-based environment