Executive Administration Manager

State Employees Credit Union of New Mexico; Santa Fe (NM); On-site; USD 80,288 - 100,339; Full time

Job summary

The State Employees Credit Union of New Mexico is looking for an Executive Administration and Events Manager to provide high-level administrative support to the Executive team. This role includes managing the Executive Office's administrative functions and leading company-wide events.

The ideal candidate will have significant experience in executive administration, event planning, and the ability to manage sensitive information with discretion. Strong communication skills and experience supervising staff are essential for this role.

Qualifications

• 7 to 10 years of progressively responsible executive administrative experience.
• At least 2 years of supervisory experience.

Responsibilities

• Provides high-level administrative support to the Executive team.
• Facilitates Executive, Board, and Supervisory Committee meetings.
• Leads special events hosted by the Executive Office.

Skills

Excellent verbal and written communication skills

Ability to work independently and make decisions

Advanced knowledge of Microsoft Office and Outlook

Extensive event planning and marketing experience

Education

Bachelor's degree in Business Administration or similar

Job description

POSITION TITLE: Executive Administration and Events Manager

REPORTS TO: President & CEO

SUPERVISES: Executive Administrative Assistant(s)

JOB STATUS: Exempt

JOB GRADE: 14 - $80,288.00 to $100,339.20 Targeted Annual Salary

Job Summary

Provides high-level, confidential administrative support to the Executive team while leading the administrative support staff. Additionally, this individual will direct internal efforts for the planning, preparation, and delivery of company-wide events that include trainings, meetings, celebrations, and other key company or community experiences. This position is often privy to confidential information and as such, requires a high-degree of diplomacy, discretion, and tact.

Duties/Responsibilities

• Provides administrative support to the Executive Office, to include managing calendars and appointments; email correspondence; research; telephone calls; travel coordination; expense reconciliation; department budget preparation and monitoring; social affairs; meeting materials; and routine minute-taking to ensure business initiatives are met.
• Supports Enterprise Risk Management with the review of Board and Management policies for accuracy, continuity, grammar, and format as presented to Board and Supervisory committees; further includes support with administration of the Board Portal.
• Facilitates Executive, Board, and Supervisory Committee meetings and events: support includes scheduling meetings; drafting agendas and meeting materials; and recording meeting minutes.
• Leads special events hosted by the Executive Office. Ensures that events, meetings, facilitators, conferences, and related contracts meet budget, deadlines, and other specifications.
• Supervises the employees and activities assigned to the Executive Administration team, including delegating responsibilities; prioritizing workloads; managing; supervising; evaluation; recognition; and staffing.
• Prepare presentations, correspondence, and reports for the Executive Office.
• Events management which includes routine planning and coordination of budgeting, scheduling, site selection, hotel and venue negotiations, audio-visual and IT guidance and execution, development of registration tracking and attendance, name tags or badges, transportation, parking, securing entertainers, development and arranging decor, event security, menu planning, catering, sourcing of awards and/or gifts, and on-site facilitation.
• Interfaces with all levels of management and provides information, direction and/or guidance on behalf of the Executive Office.
• Performs project planning and project management as assigned.
• Supervises others and is responsible for being results oriented, collaborative, to delegate effectively, and embrace the organization's core values, ensuring team effectiveness.
• Performs other duties as assigned.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Handle confidential material with the utmost sensitivity and tact.
• Comprehensive understanding and practical application of Robert's Rules, in committee, and organizational settings.
• Ability to work independently with no supervision, make decisions in accordance with company policies, and work effectively with all levels of management, volunteers, staff, vendors, members, and the community.
• Advanced knowledge in computer applications, including but not limited to Microsoft Office and Outlook applications.
• Excellent organization, self-starter, multi-tasker, and the ability to take initiative and meet priorities in a fast-paced environment with a high level of accuracy and attention to detail.
• Ability to work as a member of an effective team, work with multiple departments and stakeholders, and to work under pressure while maintaining strong collaborative relationships across the organization.
• Extensive event planning and marketing experience, including strategies and tactics for increasing attendee engagement and satisfaction.
• Those in a leadership role are expected to participate in company meetings, community events, and similar engagements as ambassadors to the organization and its mission. These include voluntary and involuntary events that although ordinarily will be during business hours, does include weekends and evenings as announced.
• Job Related Travel - As required.

Education/Experience

• Education or experience equivalent to Bachelor's degree in Business Administration or similar, plus 7 to 10 years' of progressively responsible executive administrative experience.
• Must have at least 2 or more years of supervisory experience.

General Requirements

Must be capable to execute all terms and conditions set forth in the Employee Handbook, including but not limited to:

• Works in a safety conscious manner which ensures that safe work practices are used in order not to pose a risk to self or others in the workplace.
• Adheres to policy on Drug Free Workplace.
• Complies with company policies and procedures and local, state and federal regulations.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Some standing, walking, kneeling, stooping, bending and lifting.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization's facilities.

Equal Opportunity Employer

State Employees Credit Union of New Mexico is an Equal Opportunity Employer

Equal Opportunity Employer, including disabled and veterans.