United Way of North Central New Mexico’s Executive Assistant to the President/CEO provides a high level of administrative support to enable the President/CEO to focus effectively on the leadership of the organization. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President/CEO’s Office. The Executive Assistant acts as a liaison between the President/CEO and the Leadership Team, board of directors, volunteers, major donors and employees. The Executive Assistant works independently on projects, from conception to completion, and works under pressure at times to handle a wide variety of activities and confidential matters with discretion.
ESSENTIAL FUNCTIONS:
- Completes a broad variety projects, special assignments and administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
- Communicates directly, and on behalf of the President/CEO, with Board members, donors, and others, on matters as directed and/or necessary.
- Assists and provides support to the President/CEO, as needed, with the Board of Directors, Executive Board Committee, Nominating Committee and Human Resources Committee including scheduling, managing materials prior to board meetings, attends meetings and take minutes, and help setting up for meetings and other events.
- Plans, coordinates, and ensures the President/CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, ensuring appropriate access to the President & CEO's time and office.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the President/CEO's ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President/CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management.
- Works closely and effectively with the President/CEO to keep the President/CEO well informed of upcoming commitments and responsibilities, following up appropriately.
- Acts as a confidant, having a sense for the issues taking place in the environment and keeping the President/CEO updated.
- Provides leadership and direction to other Administrative Assistants within the organization.
- Provides leadership to build relationships crucial to the success of the organization, organizing and coordinating executive outreach and external relations efforts.
- Participates in meetings as requested. Take notes/minutes as needed.
- Actively contributes to our inclusive and collaborative workplace culture by managing organization-wide office and administrative duties.
- Contributes to the organizational shared goal of raising funds to support the mission and initiatives.
- Complete other duties, tasks, and special projects as assigned and assists in any requested area in a timely and professional manner.
SUPERVISORY RESPONSIBILITIES:
This position supervises the front desk administrative staff. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
- Responsibilities include interviewing, hiring, and training front desk administrative staff.
- Collaborating with front desk administrative staff, ensuring seamless communication and workflow.
- Securing coverage for front desk when front desk administrative staff are on leave.
- Planning, assigning, and directing work.
- Appraising performance, rewarding and disciplining, addressing complaints and resolving problems.
- Coordinates the efforts of these parties in effectively running the office, training administrative staff on internal processes and systems, and ensuring that all necessary functions are appropriately covered.
REQUIRED SKILLS, ABILITIES, KNOWLEDGE, EDUCATION AND EXPERIENCE:
- High school diploma or equivalent
- Bachelor’s degree preferred
- 2-5 years related experience supporting c-suite executives.
- High level of professionalism and confidentiality
- Professional and personable telephone etiquette
- Ability to work occasional nights and weekends as needed
- Strong organizational, interpersonal, presentation and communication skills (written and verbal)
- Excellent team and project management skills
- Ability to work independently with minimal direction, showing initiative, creativity, self-discipline, effective time and project management skills, as well as ability to work closely with and support the UWNCNM staff/team and volunteer teams, community leaders, donors, and other partners
- Excellent time management and attention to detail skills
- Ability to effectively communicate and work with diverse social/economic audiences in groups and one-on-one.
- Ability to multi-task, meet deadlines and be flexible
- Ability to exercise good judgment in a variety of situations
- Ability to write routine reports and correspondence
- Ability to work and thrive self-directed, under pressure in a fast-paced, driven environment, implementing last-minute changes as needed
- Proficient with technology including multiple videoconferencing software platforms (such as Zoom, Microsoft Teams, etc.) and Microsoft Office Suite including Word, Outlook, Excel and PowerPoint
- Proficient in internet navigation and online research using modern web browsers to gather, verify, and utilize information effectively for job-related tasks
- Demonstrate a comprehensive understanding and practical experience with AI, including data analysis, AI driven decision making, and the application of AI tools to enhance operational efficiency and innovation
- Ability to work within a complex, entrepreneurial environment that is mission-driven, results-driven and community oriented
HOW TO APPLY:
Interested applicants, or if you have additional questions, must submit a resume and cover letter to applicant@uwncnm.org by January 31, 2025. Reference in the subject line: Application for Executive Assistant.
