Administrative Assistant

Position Title:

Administrative Assistant

Position Type:
Full-time, Non-Exempt, Benefits Eligible

Department:
Administration

Compensation: $19.23/hr.

Travel Required:

Some, within New Mexico

Collaborates With: CEO & department heads

1.) Exceed expectations:
We set the bar high, and we want you to take it even higher. Do the little things, and the big things, that blow people away.

2.) Get better every day. We value continuous improvement.

3.) Show initiative. See something, do something. You are responsible for making things better.

4.) Demonstrate integrity. Do the right thing, own up to mistakes, and keep commitments.

5.) Engage in courageous conversations. Speak honestly and directly, clear is kind.

6.) Be responsive. Respond within 24 hours to queries and concerns

The Administrative Assistant works in the administrative office, greeting all visitors and receiving deliveries for the organization. They are responsible for providing high level administrative support to the CEO while supporting other administrative functions, especially human resources, procurement, and financial services.

• Act as front desk receptionist, answering phone calls and taking messages, welcomes visitors, receives deliveries, maintains procedures to collect, distribute, and organize front desk activities to include visitor badges, preparing of new badges, logs, collection of forms, etc.
• Assists the finance department with administrative tasks and ad hoc requests, including but not limited to: assisting with the monthly close, pulling reports and other relevant data, check runs/drop-offs, organization of departmental email inboxes, etc.
• Answers emails, greets visitors, and schedules meetings.
• Proactively addresses calendar conflicts on the CEO’s schedule and the conference room schedule to ensure there are no double bookings.
• Provides administrative support to the CEO and other executives with internal and external meeting(s), event(s) preparation, and coordinate travel.
• Disseminates accurate and professional internal and external communications on behalf of the CEO and other departments.
• Takes detailed minutes during meetings.
• Follows up on action items assigned in meetings.
• Plan, coordinate, and organize contents of meetings including meeting notes/minutes, memos, handouts, presentations, refreshments, etc.
• Proactively communicates internal updates to CEO, including project timelines/progress, and other internal information accordingly.
• Orders office and breakroom supplies and is responsible for inventory management.
• Identifies facility needs at G1 and uses MaintainX to submit work orders for G1 facility support.
• Sends CEO MaintainX reports weekly.
• Supports marketing department by responding to all Google reviews within 24 hours or next business day.
• Proactively looks for ways to improve processes and organization, both physically and digitally.
• Improves communication and dissemination of information, connecting teams with need-to-know information.
• Assists with preparation of human resources tasks, e.g., new employees and birthday announcements, special reports, and projects.
• Runs personal errands for the CEO, when necessary.
• And other duties as assigned.

• Extensive knowledge of office management systems and procedures.
• Ability to operate general office equipment.
• Excellent written and verbal communication skills.
• Excellent planning and organizational skills.
• Ability to maintain confidential information.
• Ability to learn various operational platforms to generate reports and pull data as needed.
• Proficient in Microsoft Office Suite.

• High school or diploma or equivalent required, bachelor’s degree preferred.
• Minimum 3 years of experience as an administrative assistant.
• Excellent driving record and reliable transportation (including proof of insurance and registration).
• Experience supporting multiple departments/functions within an organization.

• Must be able to work in the office M-F, up to 40 hours/week, occasionally work weekends and holidays as needed.
• Prolonged periods sitting at a desk and working on a computer.
• Must…