Executive Assistant - Temporary position with State of NM

$52,000 - $52,000/Yr

Ata Services - Pojoaque, NM

Part-time - Entry Level

Onsite - Pojoaque, NM

Professional, Scientific, and Technical Services

About the position

ATA Services, Inc. is currently seeking to hire an experienced Executive Assistant to work on a temporary assignment with the State of New Mexico - Early Childhood Education and Care Department. This position is expected to last for a duration of 2 months, with a pay rate of $25.00 per hour, and weekly pay is provided. The start date for this role is as soon as possible, and the assignment is scheduled for 3 months. The working hours are from 8:00 AM to 5:00 PM or 7:30 AM to 4:30 PM, Monday through Friday, and the position is located in Santa Fe, NM, requiring in-office attendance as it is not a remote role. The Executive Assistant will perform highly responsible, confidential, and complex administrative and clerical duties in support of the Department's executive team, which includes the Director, Deputy Directors, and Fiscal Manager. Key responsibilities include maintaining a calendar of activities, meetings, and various events for the executive team, scheduling meetings, and coordinating activities with other City divisions and departments, the public, and outside agencies. The role also involves making travel arrangements as required, screening office and telephone callers, and responding to complaints and requests for information. Additionally, the Executive Assistant will coordinate the preparation of various reports, memoranda, and correspondence of a technical or confidential nature. They will oversee and coordinate activities related to the development and administration of the department's annual budget, monitor expenditures, and implement necessary adjustments. Serving as a liaison for the Department with other City departments, divisions, and outside agencies, the Executive Assistant will negotiate and resolve sensitive and controversial issues. The role also includes reviewing, researching, and summarizing a variety of fiscal, statistical, and administrative information, including department payroll, and preparing related reports and correspondence. The Executive Assistant will attend meetings and serve as a recording secretary as assigned, distributing information to appropriate staff as necessary.

Responsibilities

• Perform highly responsible, confidential and complex administrative and clerical duties in support of the Department's executive team.
• Maintain a calendar of activities, meetings and various events for the Department's executive team.
• Schedule meetings and coordinate activities with other City divisions and departments, the public and outside agencies.
• Make travel arrangements as required.
• Screen office and telephone callers; respond to complaints and requests for information.
• Coordinate the preparation of various reports, memoranda and correspondence of a technical or confidential nature.
• Oversee and coordinate activities related to the development and administration of the department annual budget; monitor expenditures; implement adjustments.
• Serve as liaison for the Department with other City departments, divisions and outside agencies; negotiate and resolve sensitive and controversial issues.
• Review, research and summarize a variety of fiscal, statistical and administrative information including department payroll; prepare related reports and correspondence.
• Attend meetings and serve as recording secretary as assigned; distribute information to appropriate staff as necessary.

Requirements

• Three (3) years of experience as an Executive Assistant.
• One (1) year of supervisory or lead experience.
• Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
• Business letter writing and basic report preparation.