Executive Assistant

Job Title: Executive Assistant

Department:  Administration

Location: Albuquerque

Reports to:  President and CEO

Classification: Level II 

Exempt: Full-time, Salary, Exempt

ORGANIZATION:   
Headquartered in Albuquerque, United Way of North Central New Mexico (UWNCNM) serves the people of five counties: Bernalillo, Sandoval, Santa Fe, Torrance, and Valencia.  Our mission is connecting people to opportunities and services to equitably improve lives and strengthen communities.

UWNCNM brings together donors, businesses, nonprofits, government, and others to create better solutions to our community’s challenges. Our programs and donor dollars ensure that individuals and families in central New Mexico have the opportunity to achieve potential through education, that they are healthy and safe, are financially stable and live life with dignity.   

In addition, UWNCNM has a strong commitment to Diversity, Equity and Inclusion and upholds the following values:    
 

• We value the visible and invisible qualities that make you who you are.    
• We welcome that every person brings a unique perspective and experience to advance our mission and progress our fight for the health, education, and financial stability of every person in every community.    
• We believe that each United Way community member, donor, volunteer, advocate, and employee must have equal access to solving community problems.    
• We strive to include diversity, equity, and inclusion practices at the center of our daily work.    

We commit to using these practices for our business and our communities. 

SUMMARY:

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

EQUIPMENT USED:

• PC and standard office equipment (telephone, computer, copy machine, printer, scanner, fax machine).
• Microsoft Office Suite, Outlook, Videoconferencing platforms (Zoom, Microsoft Teams, etc.), Internet and web browsers for research and information gathering

PHYSICAL REQUIREMENTS/WORKING CONDITIONS/DEXTERITY:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Standard office environment, position is primarily in an office setting, requiring long periods of sitting at a desk and computer to accomplish duties and to stand for limited periods of time. 
• Regular in-office attendance is required in this position.
• Must be able to type 55 wpm 
• Must be able to operate a personal computer at an acceptable rate of speed. 
• Must be able to view computer monitors. 
• Must have access to reliable internet when working from home.
• Must be able to work occasional early mornings, evenings and weekends including but not limited to attending a variety of meetings and events at UWNCNM and in the community. 
• Must have the flexibility to adapt schedule to meet evolving business needs as necessary.
• Must possess a valid New Mexico driver’s license and have daily access to a dependable enclosed motor vehicle, with current auto insurance in your own name, to use to be physically present for in-office workdays and to attend offsite events, meetings, and other work activities.
• May be required to lift and/or move up to 20 pounds unassisted and occasionally lift and/or move up to 40 pounds with assistance.
• Must be able to perform the essential functions of the job with reasonable accommodation.

LOCATION: Must be a New Mexico resident and able to commute to the UWNCNM office building on designated in office workdays to attend a variety of meetings and events at UWNCNM and in the community. 

SALARY RANGE:

$55,000.00 - $65,000.00 salary per year, salaried, exempt, 32 hours per week FTE (Full Time Employee).

BENEFITS:

Full-time employees (FTE) are eligible for health, dental, life and long-term disability insurance, a retirement plan, flexible spending account and voluntary insurance programs. We offer a tuition reimbursement plan, volunteer time off, and generous leave time. Part-time employees may be eligible for some of these benefits.

UWNCNM supports the Americans with Disabilities Act (ADA). Please tell us if you need accommodation to perform the job's essential functions. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

United Way of North Central New Mexico is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We welcome applicants with disabilities and applicants from underrepresented racial and ethnic groups.   

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. This job description is meant only to be a guideline and may be modified at any time. UWNCNM is an At-will Employer. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

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.