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 Assistant's 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 driver's 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.
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: https://newmexicolegalaid.isolvedhire.com/jobs/1701924
NLADA Mutual Insurance Co., RRG
