Executive Assistant

The University of New Mexico; Albuquerque (NM); On-site; USD 47,741 - 55,800; Full time

Job summary

The University of New Mexico is seeking an Executive Assistant to support the VP for the Division for Change and Empowerment (DiCE). The role centers on calendar management, correspondence handling, event coordination, and producing meeting documentation for the VP and DiCE leadership.

Ideal candidates will have strong scheduling skills, executive support experience, and proficiency with the Microsoft 365 suite and conferencing tools. This is a full-time on-site position based in Albuquerque, NM.

Qualifications

• High school diploma or GED and 2 years related experience.
• Experience managing calendars and coordinating meetings.
• Experience supporting an executive level leader.
• Proficient with Microsoft Office and conferencing tools.

Responsibilities

• Maintain the VP's calendar and schedule meetings.
• Coordinate meetings with partners locally and internationally.
• Manage correspondence and draft responses.
• Plan and coordinate special events and programs for the VP.
• Prepare meeting documentation and coordinate check-in meetings.

Skills

Calendar management

Outlook scheduling

Executive support

Strong communication

Team collaboration

Education

High school diploma or GED

Associate degree

Tools

Microsoft Office

Zoom

Teams

OneDrive

Google Drive

Job description

Executive Assistant

The UNM Division for Change and Empowerment (DiCE) is seeking a motivated, dynamic, detail-oriented individual to join the team as Executive Assistant (EA). The successful candidate will coordinate, oversee, and/or perform a wide variety of administrative support activities on behalf of DiCE, with primary responsibility for maintaining the calendar of the Vice President (VP). The Executive Assistant serves as the primary operational and administrative point of contact for internal and external constituencies. The EA will manage special programs for the VP and work with the Program Manager to oversee the planning and coordination of special events. The EA will also collaborate with the DiCE editor and professional consultant to gather information for reports, create and maintain meeting documentation, and assist in the supervision of student employees.

Essential Duties and Responsibilities

Executive Calendar Management (60%)

• Efficiently and effectively maintain the VP's calendar.
• Schedule one-on-one, small group, and large group meetings.
• Coordinate meetings with local, national, and international partners.
• Ensure Outlook calendar entries include locations, addresses, directions, and all relevant meeting details for both on- and off-campus events.

Correspondence Management (10%)

• Receive, screen, evaluate, and determine appropriate responses to written correspondence received by DiCE.
• Draft or suggest responses as appropriate.

Special Programs and Events (10%)

• Manage special programs for the VP, including:
  • Faculty Forward postdoctoral and hiring programs
  • DiCE grant programs
  • Other assigned initiatives
• Partner with the Program Manager to plan and coordinate special events on behalf of the VP.

Meeting Coordination (20%)

Help to create, gather and post meeting documentation:

• Coordinate Alza Council meetings.
• Coordinate LEID Council meetings.
• Coordinate DiCE check-in meetings.

Minimum Qualifications

High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration, and/or human resources and 3 years of additional experience directly related to the duties and responsibilities specified. Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Preferred Qualifications

• Associate degree
• Highly adept at scheduling a calendar utilizing Outlook or similar program
• Team player that embraces a collaborative approach
• Proven knowledge of executive-level administrative principles and practices.
• Experience supporting an Executive Director, Vice President, or higher-level executive.
• Demonstrated expertise coordinating multiple calendars using Outlook, Google Calendar, or similar scheduling platforms.
• Experience planning and coordinating events.
• Strong communications and marketing skills.
• Proficiency with:
  • Microsoft Office Suite (Word, Excel, PowerPoint)
  • Video conferencing platforms (Zoom, Microsoft Teams)
  • Digital communication and file-sharing tools (OneDrive, Microsoft Teams, Google Drive/Google Cloud Storage)
• A demonstrated commitment to cultivating an understanding of the rich and varied cultures of New Mexico and contributing to the university's mission of serving local and global communities

Benefits

This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. Benefits home page for more information.

Employment Details

Campus: Main – Albuquerque, NM. Department: VP for Equity and Inclusion (289A). Employment Type: Staff. Staff Type: Regular – Full Time. Term End Date: (blank). Status: Exempt. Pay: Monthly $4,277.87 - $5,000.00.

Other Requirements

Background Check Required: Yes.

ERB Statement

As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.

Mandatory Employment Criteria

All regular staff positions successfully pass a pre-employment background check, including but not limited to a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.

EEO Statement

The University of New Mexico is an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. Veteran Preference Program webpage for additional details.