EXECUTIVE SECRETARY

POSITION SUMMARY: The Executive Secretary will be responsible for performing high- level administrative support to the Executive Director and plays a pivotal role in facilitating effective communication, managing administrative tasks.

DUTIES AND RESPONSIBILITIES / ESSENTIAL JOB FUNCTIONS:

Daily job responsibilities/functions to include, but not limited to:

• Serve as support for the Executive Director, managing correspondence, phone calls, emails and inquiries with professionalism and direction.
• Prepare and distribute agendas, memos, presentations, and other materials for meetings attended by the Executive Director.
• Take minutes during meetings, transcribe notes, and maintain accurate records of discussions, action items, and follow-up tasks.
• Assist the Executive Director in preparing reports, presentations, and documents for internal and external stakeholders.
• Conduct research compile data, and assist in the preparation of reports, proposals, and grant applications as needed.
• Manage and maintain filing systems, databases, and records, ensuring confidentiality and accuracy of information.
• Coordinate logistics for special meetings and presentations.
• Collaborate with other departments and team members to support cross-functional initiatives and projects.
• Work with community outreach positions to provide support of special events and initiatives.
• Provide administrative support to other members of the executive team and board of directors as needed.
• Maintain professional and positive relationships with internal and external stakeholders, including staff, clients and donors.
• Provide general administrative support such as drafting and proofreading documents and preparing presentations.
• Assist in managing projects by coordinating tasks, tracking progress and ensuring deadlines are met.
• Manage and reconcile expenses including processing reimbursements tracking spending and prepare expense reports.
• Stay informed about organizational policies, procedures, and initiatives, and ensure compliance with relevant regulations and standards.
• Continuously seek opportunities for professional development and growth to enhance job performance and effectiveness.
• Handle sensitive information and maintain confidentiality in all interactions and communications in accordance with organizational policies and procedures.
• Other duties as assigned.

Competency/Qualification

The successful applicant should demonstrate knowledge in the following:

• Providing administrative support to senior executives or organizational leaders.
• Excellent written and verbal communication skills, with the ability to create compelling presentations and engage with diverse audiences.
• Strong organizational skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Flexibility and adaptability to changing priorities and demands, with a positive and proactive attitude.
• Commitment to the organizations mission, values, and goals, with a passion for community engagement and social impact
• Must be creative and flexible in order to respond quickly and positively to shifting demands and opportunities.
• Excellent interpersonal skills.
• Perform other duties as assigned by Executive Director.
• Strong written and verbal communication skills, with keen attention to detail and accuracy.
• Strong interpersonal skills, with the ability to interact with individuals at all levels, both internally and externally.

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATIONS:

Education Requirement: Associate Degree from an accredited college or university in Business Administration or related experience.

Experience: Three (3) years of experience in office administration, public administration, or a directly related field.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Manual dexterity is needed for general maintenance, computer, and phone work.
• The physical environment requires the employee to work in all types of weather conditions. Some noise and interruptions are present.
• Must be able to manipulate and operate maintenance equipment.
• Ability to stand, stoop, walk, lift heavy objects (up to fifty pounds)
• May require need for flexible schedules, including occasional evening and weekend work.
• An automobile at his/her disposal; a valid, non-suspended NM driver’s license and a current automobile liability policy and continuous coverage
• Must pass a pre-employment background check.
• No substantiation or criminal conviction of child abuse or neglect
• Travel within the state may be required.
• Wearing proper Personal Protective Equipment at all times.

ACKNOWLEDGEMENT:

This job description describes the general nature and level of work performed by an employee assigned to the role. It does not imply that these are the only duties and responsibilities assigned to the job. The employee may be required to perform other duties as requested by the Supervisor/Director. All requirements are subject to change over time.