Executive Assistant

Native Forward Scholars Fund; Albuquerque (NM); On-site; USD 42,000 - 60,000; Full time

Job summary

Native Forward Scholars Fund is seeking a detail-oriented Administrative Assistant to support the Chief Operations Officer. You will manage calendars, arrange meetings and travel, handle calls, draft communications, and help with financial records while maintaining confidentiality and professionalism.

The role requires a Bachelor’s degree and at least two years of related experience, with strong MS Office skills and the ability to work independently in a dynamic nonprofit environment.

Qualifications

• Bachelor’s Degree in a related field or equivalent experience.
• Minimum two years of administrative or related experience.
• Valid driver’s license and ability to pass background checks.

Responsibilities

• Maintain COO’s calendar, schedule meetings, and coordinate travel.
• Screen calls and correspondence and respond appropriately.
• Draft and review communications and documents for accuracy.
• Prepare minutes, agendas, and notes for meetings.
• Process accounts payable, purchasing, and travel expenses.
• Maintain filing systems and organize related documents.

Skills

Calendar management

Event coordination

Communication skills

Confidentiality

MS Office

Travel coordination

Records management

Independent work

Education

Bachelor’s Degree

Tools

MS Office

Job description

Under direct supervision of the Chief Operations Officer (COO), performs various complex administrative duties and tasks that improve the efficiency of the COO's time. Works directly with the COO to maintain calendar, appointments, and travel schedule.

Essential Duties & Responsibilities:

• Maintains the COO’s calendar and appointments. Schedules appointments for the COO, coordinates and arranges meetings, conferences, programs, and other events
• Screens incoming calls and correspondence, exercises judgment and responds accordingly.
• Records and delivers messages or transfers calls to voicemail when appropriate
• Welcomes visitors, determines the nature of business, announces visitors to appropriate personnel, and maintains a professional and courteous demeanor
• Assists and participates in the activities and meetings of the Operations department, including taking minutes and notes, as requested
• Arranges complex travel, prepares, and submits travel-related documents
• Maintains financial records; processes accounts payable, purchasing, and travel expense reports
• Composes and prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, and other documents and communications from drafts, recordings, or verbal instruction
• Reviews, edits, and proofs all correspondence and documents
• Establishes and maintains an effective filing and retrieval system
• Photocopies, collates, distributes, and files documents
• Arranges meetings, special events, and conferences and prepares all related documents and correspondence
• Performs errands or tasks for the COO, as needed
• Maintains strict student confidentiality and compliance with the Family Education Right to Privacy Act
• Embodies Native Forward Core Values and promotes the Native Forward organization, staff, and programs in a positive and professional manner
• Contributes to team effort and accomplishes related results
• Performs other duties as required

Minimum Qualifications:

Bachelor’s Degree, plus two years of administrative or related experience, or equivalent combination of education and experience

Valid Driver’s License required. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of American Indian History, culture, and tribes
• Knowledge of modern office practices, procedures, and equipment
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic
• Knowledge of records management and basic accounting procedures
• Demonstrated ability to communicate effectively in English, both verbally and in writing
• Ability to follow oral and written instruction
• Ability to handle multiple tasks and meet deadlines
• Ability to establish and maintain professional relationships, with individuals of varying social and cultural backgrounds and coworkers, at all levels
• Skills in operating business computers and office machines, including various applications, specifically MS Office
• Ability to maintain confidentiality
• Ability to work independently, with minimal supervision
• Ability to make solid decisions and exercise independent judgment
• Ability to analyze situations and adopt appropriate courses of action
• Ability to demonstrate excellence in everything and continually seek improvement in results