Executive Administrative Assistant

CEHMM; Carlsbad (NM); On-site; USD 42,000 - 62,000; Full time

Job summary

CEHMM in Carlsbad, NM seeks an Executive Administrative Assistant to provide high‑level support to the Executive Director and the Board Office. You will manage calendars, correspondence, travel, and document preparation, acting as a trusted partner in day‑to‑day operations.

This role coordinates board governance, contracts, records, and communications across departments, handling confidential information with discretion and ensuring timely completion of strategic initiatives.

Qualifications

• Associate’s degree in Business Administration, Public Administration, or a related field; bachelor’s degree preferred.
• Five (5) years of progressively responsible executive administrative experience supporting senior leadership, preferably in a governmental, public utility, or public‑sector organization.
• Experience coordinating Board meetings, contract administration, executive communications, and complex organizational projects is strongly preferred.

Responsibilities

• Provide executive-level administrative support to the Executive Director, including calendar management, correspondence, meeting coordination, travel arrangements, and document preparation.
• Serve as the primary administrative liaison between the Executive Director, Board of Directors, management team, employees, governmental agencies, and external stakeholders.
• Coordinate Board of Directors meetings, including preparation of agendas, board packets, minutes, resolutions, and official records.
• Develop, prepare, review, coordinate, and execute contracts, professional services agreements, memorandums of understanding, and other organizational agreements in collaboration with management and legal counsel, while maintaining associated records and monitoring renewal and compliance deadlines.
• Manage confidential and sensitive information with the highest degree of professionalism and discretion.
• Coordinate executive communications and assist in drafting policies, reports, presentations, correspondence, and organizational communications.
• Manage and coordinate executive and organizational projects, ensuring timely completion and follow-up.
• Maintain official organizational records and ensure compliance with applicable record retention requirements.
• Coordinate activities and communications among the Executive Director, Deputy Director, Controller, HR Coordinator, and other departments to support organizational objectives.
• Coordinates executive leadership meetings; tracks organizational initiatives, assignments, and action items; monitors progress toward Executive Director priorities; follows up with Deputy Director, Controller, HR Coordinator and other department leaders regarding status updates; and provides regular progress reports to the Executive Director.
• Assist with strategic planning initiatives, organizational priorities, and implementation of Executive Director directives.
• Track assignments, action items, and organizational initiatives to ensure accountability and timely completion.
• Represent the Executive Director professionally with employees, board members, public officials, consultants, vendors, and community partners.
• Reconcile monthly credit card statement for Executive Director including preparing expense reports.
• Maintains adequate inventory of office and executive supplies and coordinates purchasing as needed.
• Coordinates routine administrative aspects of information technology services, serving as a liaison with the organization’s IT provider to ensure timely resolution of technology requests.
• Perform other duties and special projects as assigned.

Skills

Organizational skills

Project management

Time management

Written communication

Discretion

Microsoft Office

Stakeholder management

Prioritization

Education

Associate degree in Business Administration or related field

Bachelor’s degree preferred

Job description

Description

The Executive Administrative Assistant provides high-level administrative, operational, and strategic support to the Executive Director and serves as a trusted partner in the day-to-day management of the Executive Office. This position is responsible for coordinating executive operations, supporting Board governance, managing confidential information, overseeing special projects, and ensuring efficient communication and collaboration across the organization.

Duties and Responsibilities:

• Provide executive-level administrative support to the Executive Director, including calendar management, correspondence, meeting coordination, travel arrangements, and document preparation.
• Serve as the primary administrative liaison between the Executive Director, Board of Directors, management team, employees, governmental agencies, and external stakeholders.
• Coordinate Board of Directors meetings, including preparation of agendas, board packets, minutes, resolutions, and official records.
• Develop, prepare, review, coordinate, and execute contracts, professional services agreements, memorandums of understanding, and other organizational agreements in collaboration with management and legal counsel, while maintaining associated records and monitoring renewal and compliance deadlines.
• Manage confidential and sensitive information with the highest degree of professionalism and discretion.
• Coordinate executive communications and assist in drafting policies, reports, presentations, correspondence, and organizational communications.
• Manage and coordinate executive and organizational projects, ensuring timely completion and follow-up.
• Maintain official organizational records and ensure compliance with applicable record retention requirements.
• Coordinate activities and communications among the Executive Director, Deputy Director, Controller, HR Coordinator, and other departments to support organizational objectives.
• Coordinates executive leadership meetings; tracks organizational initiatives, assignments, and action items; monitors progress toward Executive Director priorities; follows up with Deputy Director, Controller, HR Coordinator and other department leaders regarding status updates; and provides regular progress reports to the Executive Director.
• Assist with strategic planning initiatives, organizational priorities, and implementation of Executive Director directives.
• Track assignments, action items, and organizational initiatives to ensure accountability and timely completion.
• Represent the Executive Director professionally with employees, board members, public officials, consultants, vendors, and community partners.
• Reconcile monthly credit card statement for Executive Director including preparing expense reports.
• Maintains adequate inventory of office and executive supplies and coordinates purchasing as needed.
• Coordinates routine administrative aspects of information technology services, serving as a liaison with the organization’s IT provider to ensure timely resolution of technology requests.
• Perform other duties and special projects as assigned.

Requirements

Minimum Qualifications

• Associate’s degree in Business Administration, Public Administration, or a related field; bachelor’s degree preferred.
• Five (5) years of progressively responsible executive administrative experience supporting senior leadership, preferably in a governmental, public utility, or public‑sector organization.
• Experience coordinating Board meetings, contract administration, executive communications, and complex organizational projects is strongly preferred.

Knowledge, Skills, and Abilities

• Excellent organizational, project management, and time management skills.
• Exceptional written and verbal communication skills.
• Ability to exercise sound judgment, discretion, and maintain strict confidentiality.
• Strong knowledge of Microsoft Office and business software applications.
• Ability to develop and maintain effective working relationships with internal and external stakeholders.
• Ability to prioritize multiple assignments in a fast‑paced environment with minimal supervision.
• Knowledge of public‑sector administration, Board governance, contract administration, and records management is preferred.