Executive Administrative Assistant

Albuquerque NM

New Mexico Legal Aid (NMLA) provides civil legal services to low-income New Mexicans for a variety of legal issues including domestic violence/family law consumer protection housing disaster relief and benefits. NMLA has locations throughout the state including Albuquerque Santa Fe Las Cruces Gallup Roswell Silver City Las Vegas Taos and Santa Ana Pueblo.

NMLA seeks a skilled and detail-oriented Executive Administrative Assistant to provide high-level administrative support to the Executive Director Albuquerque Administrative Office and Board of Directors. This position plays a critical role in supporting Board governance maintaining accurate records coordinating complex administrative activities and helping establish and maintain consistent administrative processes within an evolving organization.

The ideal candidate is highly organized comfortable working with technology and able to manage multiple responsibilities with accuracy discretion and professionalism. This role requires strong attention to detail the ability to learn new systems quickly and confidence working independently with limited day-to-day supervision.

The Executive Administrative Assistants responsibilities include but are not limited to the following:

• Board of Directors & Governance Support
  • Coordinate all logistics for Board of Directors and committee meetings including scheduling agendas meeting materials travel and records.
  • Prepare compile and distribute Board and committee packets in a timely and accurate manner.
  • Attend Board and committee meetings and draft clear consistent and accurate meeting minutes. (Note: Board meetings are held quarterly on Saturdays.)
  • Organize maintain and archive official Board records and documents in accordance with organizational requirements.
• Executive & Office Administrative Support
  • Provide administrative support to the Executive Director and Albuquerque Administrative Office including scheduling meetings managing calendars and handling correspondence.
  • Assist with preparation editing and management of confidential correspondence reports and administrative documents.
  • Support corporate insurance administration workers compensation documentation and vendor-related administrative tasks.
  • Assist with purchasing procurement inventory tracking and ordering office supplies for multiple offices.
  • Assist with registration travel arrangements and expense tracking for staff trainings and professional development.
  • Provide administrative support related to governmental compliance reports and other required reporting.
• Systems Processes & Records Management
  • Establish and maintain organized electronic filing systems and shared folders to ensure information is accurate accessible and consistently maintained.
  • Assist in organizing and maintaining administrative resources records and files.
  • Help establish and maintain consistent administrative processes and workflows particularly in areas with limited existing documentation.
  • Learn and use organizational software tools effectively including document management systems shared drives electronic signature platforms and communication tools.
• Additional Duties
  • Assist senior management with tracking and responding to community and client communications including grievance tracking.
  • Perform basic financial administrative tasks as assigned including invoice routing credit card statement review and reporting support.
  • Perform other administrative duties and special projects as assigned.

Required Qualifications

• Minimum of 3 years of administrative experience performing duties similar to those listed above.
• Demonstrated ability to support boards committees or formal meetings including preparation of materials.
• Strong written and verbal communication skills with attention to clarity accuracy and professionalism.
• Exceptional attention to detail and ability to maintain strict confidentiality regarding sensitive information.
• Comfortable working with technology including the ability to:
  • Navigate email systems efficiently (e.g. searching organizing managing correspondence)
  • Locate organize and maintain files in shared electronic storage systems
  • Learn and adapt to new software tools and processes with minimal supervision
• Ability to work independently take direction and collaborate effectively with staff leadership and Board members.
• Reliable personal vehicle valid drivers license and insurance.
• Willingness to travel around Albuquerque.

Preferred Qualifications

• Experience preparing formal Board or committee meeting minutes.
• Prior experience working in a nonprofit legal services or professional office environment.
• Experience with electronic document management systems shared drives or electronic signature platforms (e.g. DocuSign or similar tools).
• Experience assisting with compliance-related reporting or governance documentation
• Database or records management experience.
• Proficiency in Spanish is a plus.

Company Benefits

• 100% employer-paid BCBS medical plus dental and vision for employees; generous contributions for dependents
• 3 weeks vacation time 6 days personal time liberal sick pay and federal holidays off
• Hybrid work schedule (3 days in office 2 days remote your choice!)
• 37.5-hour work week
• 403(b) Retirement Plan
• Competitive salary
• Click here for more information

Salary: $65000 - $75000 DOE

Application Deadline: Until filled. Resumes reviewed on a rolling basis.

Applicants must submit a current resume three references and a cover letter that explains your interest in this position and the mission of NMLA. Your application will not be considered unless we receive both of these documents. To apply visit: Job Listings - New Mexico Legal Aid Inc Jobs

Applicants will be subject to a background check. Please do not let this deter you from applying. NMLA is committed to a strong workforce and recognizes that persons with marks on their record may still be able to perform admirably.

NMLA is an EEO Employer.

Required Experience:

Junior IC