POSITION TITLE: Executive Assistant
CLASSIFICATION: Exempt
DEPARTMENT: Operations
SUPERVISOR: Chief Operations Officer
LOCATION: Hybrid; Albuquerque, NM
Position Summary:
Under direct supervision of the Chief Operations Officer (COO), performs various complex administrative duties and tasks that improve the efficiency of the COO’s time. Works directly with the COO 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:
- Maintains the COO’s calendar and appointments. Schedules appointments for the COO, coordinates and arranges meetings, conferences, programs, and other events.
- 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.
- Assists and participates in the activities and meetings of the Operations department, including taking minutes and notes, as requested.
- Arranges complex travel, prepares, and submits travel-related documents.
- Maintains financial records; processes accounts payable, purchasing, and travel expense reports.
- 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.
- 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.
- Arranges meetings, special events, and conferences and prepares all related documents and correspondence.
- Performs errands or tasks for the COO, 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 in a positive and professional manner.
- Contributes to team effort and accomplishes related results.
- Performs other duties as required.
Minimum Qualifications:
Bachelor’s Degree, plus two years of administrative or related experience, or equivalent combination of education and experience.
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.
Physical Demands:
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 Environment:
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.
