Executive Administrative Assistant

Position Description

Executive Administrative Assistant

Albuquerque, NM

New Mexico Legal Aid (NMLA) provides civil legal services to low‑income New Mexicans for a variety of legal issues including domestic violence/family law, consumer protection, housing, disaster relief, and benefits. NMLA has locations throughout the state including Albuquerque, Santa Fe, Las Cruces, Gallup, Roswell, Silver City, Las Vegas, Taos, and Santa Ana Pueblo.

NMLA seeks a skilled and detail‑oriented Executive Administrative Assistant to provide high‑level administrative support to the Executive Director, Albuquerque Administrative Office, and Board of Directors. This position plays a critical role in supporting Board governance, maintaining accurate records, coordinating complex administrative activities, and helping establish and maintain consistent administrative processes within an evolving organization.

The ideal candidate is highly organized, comfortable working with technology, and able to manage multiple responsibilities with accuracy, discretion, and professionalism. This role requires strong attention to detail, the ability to learn new systems quickly, and confidence working independently with limited day‑to‑day supervision.

• Coordinate all logistics for Board of Directors and committee meetings, including scheduling, agendas, meeting materials, travel, and records.
• Prepare, compile, and distribute Board and committee packets in a timely and accurate manner.
• Attend Board and committee meetings and draft clear, consistent, and accurate meeting minutes. (
  
  Note:
  
  Board meetings are held quarterly on Saturdays.)
• Organize, maintain, and archive official Board records and documents in accordance with organizational requirements.

• Provide administrative support to the Executive Director and Albuquerque Administrative Office, including scheduling meetings, managing calendars, and handling correspondence.
• Assist with preparation, editing, and management of confidential correspondence, reports, and administrative documents.
• Support corporate insurance administration, workers' compensation documentation, and vendor‑related administrative tasks.
• Assist with purchasing, procurement, inventory tracking, and ordering office supplies for multiple offices.
• Assist with registration, travel arrangements, and expense tracking for staff trainings and professional development.
• Provide administrative support related to governmental compliance reports and other required reporting.

• Establish and maintain organized electronic filing systems and shared folders to ensure information is accurate, accessible, and consistently maintained.
• Assist in organizing and maintaining administrative resources, records, and files.
• Help establish and maintain consistent administrative processes and workflows, particularly in areas with limited existing documentation.
• Learn and use organizational software tools effectively, including document management systems, shared drives, electronic signature platforms, and communication tools.

• Assist senior management with tracking and responding to community and client communications, including grievance tracking.
• Perform basic financial administrative tasks as assigned, including invoice routing, credit card statement review, and reporting support.
• Perform other administrative duties and special projects as assigned.