POSITION TITLE: Executive Assistant
SUPERVISOR: Chief Executive Officer
LOCATION: Hybrid; Albuquerque, NM
Under direct supervision of the Chief Executive Officer, performs various complex administrative duties and tasks that improve the efficiency of the CEO’s time. Works directly with the CEO to maintain calendar, appointments, and travel schedule.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Essential Duties & Responsibilities:
- Screens incoming calls and correspondence, exercises judgment, and responds accordingly.
- Records and delivers messages or transfers calls to voicemail when appropriate.
- Welcomes visitors, determines the nature of business, announces visitors to appropriate personnel, and maintains a professional and courteous demeanor.
- Maintains the CEO’s calendar and appointments. Schedules appointments for the CEO and coordinates and arranges meetings, conferences, programs, and other events.
- Assists and participates in the activities of the Board of Directors, including initiating draft agendas, packet organization, and distribution; posting of all public notices; attendance at and finalization of official minutes of the Board of Directors’ meeting.
- Arranges complex travel, prepares and submits travel-related documents.
- Maintains financial records; processes accounts payable, purchasing, and travel expense reports.
- Works with Marketing and Chief of Staff to prepare high-quality press releases, media inputs and other marketing material.
- Composes and prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, and other documents and communications from drafts, recordings, or verbal instruction.
- Reviews, edits, and proofs all correspondence and documents for correct grammar, punctuation, and spelling.
- Establishes and maintains an effective filing and retrieval system.
- Photocopies, collates, distributes, and files documents.
- Attends meetings and takes minutes, as requested.
- Arranges meetings, special events, and conferences and prepares all related documents and correspondence.
- Performs errands or tasks for the CEO, as needed.
- Maintains strict student confidentiality and compliance with the Family Education Right to Privacy Act.
- Embodies Native Forward Core Values and promotes the Native Forward organization, staff, and programs positively and professionally.
- Contributes to a team effort and accomplishes related results.
- Performs other duties as required.
Bachelor’s degree, plus two years of administrative or related experience, or equivalent combination of education and experience.
A valid driver’s license is required. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.
Knowledge, Abilities, Skills, and Certifications:
- Knowledge of American Indian History, culture, and tribes.
- Knowledge of modern office practices, procedures, and equipment.
- Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
- Knowledge of records management and basic accounting procedures.
- Demonstrated ability to communicate effectively in English, both verbally and in writing, including official correspondence and memorandums.
- Ability to follow oral and written instructions.
- Ability to handle multiple tasks and meet deadlines.
- Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and coworkers, at all levels.
- Skills in operating business computers and office machines, including various software applications, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
- Ability to represent the Native Forward professionally, building respect and confidence.
- Ability to maintain confidentiality.
- Ability to work independently, with minimal supervision.
- Ability to make solid decisions and exercise independent judgment.
- Ability to analyze situations and adopt appropriate courses of action.
- Ability to demonstrate excellence in everything and continually seek improvement in results.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee, occasionally, is required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
Work is generally performed in an office setting with a moderate noise level. Extended hours and irregular shifts may be required; Tight time constraints and multiple demands are common. Travel will be required for training, meetings, conferences, presentations, and other events.
Please submit your letter of interest and resume to Careers@NativeForward.org.