Executive Assistant

$40,000 - $45,000/Yr

National Indian Council On Aging - Albuquerque, NM

Full-time - Entry Level

Albuquerque, NM

Social Assistance

About the position

The National Indian Council on Aging, Inc. is seeking a highly skilled and detail-oriented Executive Assistant to provide comprehensive administrative support to the Executive Director and the Administration Department. This full-time position is crucial for ensuring the smooth day-to-day operations of the organization. The Executive Assistant will be responsible for a wide variety of administrative, clerical, and organizational functions that are essential for the effective management of the Executive Director's office and the overall administration of the organization. In this role, the Executive Assistant will produce general correspondence, documents, and mailings, which may include confidential information. The individual will track and calendar meeting dates for the Executive Director, maintain and coordinate schedules for the Administrative staff, and schedule travel arrangements for the Executive Director, Board of Directors, and Administrative staff as requested. Additionally, the Executive Assistant will cover the Receptionist area, greet and assist visitors, answer telephone calls, and respond to inquiries about NICOA through various communication channels. The Executive Assistant will also be responsible for scheduling conference room reservations, setting up meetings and conference calls, preparing official minutes of Board of Directors meetings, and compiling and producing packets for distribution to Board Members as assigned by the Executive Director. The role includes compiling information for reports related to grants and other documents, proofreading, and finalizing as necessary. The Executive Assistant will assist with the planning and logistics of the Biennial Conference and maintain the Administration Department's files and resource center, all while respecting the sensitivity and confidentiality of the Department's work and the organization as a whole. Maintaining a clean and organized front office is also a key responsibility of this position.

Responsibilities

• Produce general correspondence, documents, and mailings, which may be confidential.
• Track and calendar meeting dates for the Executive Director.
• Maintain and coordinate Administrative staff schedules when necessary.
• Schedule travel arrangements for the Executive Director and Board of Directors; and, Administrative staff as requested.
• Cover Receptionist Area and greet visitors.
• Answer telephone calls and respond to inquiries about NICOA via telephone, in-person, or electronic messaging.
• Schedule conference room reservations and set up meetings and conference calls for NICOA staff.
• Coordinate meeting and travel schedules for Executive Director, Board of Directors, and Administrative staff when requested.
• Prepare official minutes of Board of Directors meetings and compile packets for distribution to Board Members as assigned by the Executive Director.
• Schedule conference calls for Board Members and Executive Director.
• Compile information for reports related to grants and other documents, proofread, and finalize as necessary.
• Assist with Biennial Conference planning and logistics.
• Maintain Administration Department's files and resource center.
• Maintain a clean and organized front office.

Requirements

• High School Degree or GED with a minimum of 5 years relevant experience.
• Excellent customer service skills.
• Good computer skills; demonstrated proficiency in Microsoft Word and Excel.
• Strong verbal and written communication skills, adept at composing business correspondence.
• Mature judgment and professionalism in handling confidential matters.

Nice-to-haves

• Experience with Microsoft Excel: 1 year (Preferred)
• Experience with Microsoft Powerpoint: 1 year (Preferred)

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance