Executive Assistant

Native-Forward-Scholars-Fund; Albuquerque (NM); On-site; USD 42,000 - 54,000; Full time

Job summary

Native Forward Scholars Fund is seeking an administrative professional to directly support the Chief Operations Officer. Under supervision, you will manage the COO's calendar, coordinate meetings, travel, and related tasks to improve efficiency.

You will screen calls, take minutes, handle records, and assist with correspondence, reports, and filings while maintaining confidentiality under FERPA. A Bachelor's degree and at least two years of admin experience are required.

Qualifications

• Bachelor’s Degree plus two years of administrative or related experience, or equivalent combination of education and experience.
• Valid Driver’s License required.
• Knowledge of FERPA or willingness to learn privacy standards.
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.

Responsibilities

• Maintain the COO’s calendar and appointments; schedule meetings and travel.
• Screen incoming calls and correspondence; respond or route as needed.
• Take minutes and notes during Operations meetings.
• Arrange complex travel and related documents.
• Maintain an effective filing and retrieval system.
• Prepare correspondence, reports, minutes, and memos from drafts.
• Assist with accounts payable, purchasing, and travel expense reports.
• Greet visitors and maintain a professional demeanor.
• Support confidentiality and promote Native Forward values.

Skills

Calendar management

Travel scheduling

Communication skills

Independent work

Confidentiality

Multitasking

Professional demeanor

Education

Bachelor's degree

Two years of administrative experience

Tools

MS Office

Email software

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