Executive Administrative Assistant

New Mexico Legal Aid Inc • Albuquerque, NM

1d • $65,000 - $75,000 • Hybrid

About The Position

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 Human Resources, the Deputy Director, and the statewide (non-Albuquerque) offices. This position plays a critical role in supporting HR administration, executive coordination, organizational compliance support, and administrative operations across multiple office locations.
This role serves as the primary administrative point of contact for HR administrative functions, statewide office administrative coordination, hiring support, and executive administrative needs associated with HR and operational leadership. The position requires strong organizational skills, sound judgment, discretion, and the ability to establish and maintain consistent administrative systems and processes.
This position works closely with the Executive Administrative Assistant to the Executive Director and Board of Directors to ensure continuity of administrative operations and provide backup support as needed.
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.

Requirements

• Minimum of 3–7 years of recent and relevant experience, such as executive or senior administrative experience in a professional environment.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong computer and technology skills, including Microsoft Office and electronic document management systems.
• Experience managing electronic filing systems and administrative documentation.
• Ability to learn and use organizational systems and software independently.
• Ability to manage multiple priorities and work independently.
• Ability to travel occasionally to office locations as required.
• Reliable personal vehicle, valid driver's license, and acceptable driving record.

Nice To Haves

• Experience supporting HR departments, executive leadership, or multi-location organizations.
• Experience supporting hiring processes, onboarding, or HR administrative functions.
• Experience using SharePoint, DocuSign, or similar systems.
• Experience working in nonprofit or professional office environments.
• Bilingual proficiency (Spanish) preferred.

Responsibilities

• Assist with editing, formatting, and managing confidential correspondence, memoranda, policy documents, reports, and executive communications.
• Provide administrative support to the HR and Deputy Director, including scheduling meetings, managing calendars, and coordinating logistics.
• Prepare reports, correspondence, presentations, and administrative documents as requested.
• Assist with administrative coordination for meetings involving leadership, external partners, and staff.
• Assist HR with job postings, including preparing and posting job announcements internally and externally.
• Coordinate interview scheduling, candidate communications, and hiring logistics.
• Prepare new hire personnel files and assist with onboarding documentation and administrative processes.
• Maintain personnel files, including auditing files to ensure required documentation and annual forms are complete.
• Assist with maintaining HR administrative records and document management systems.
• Support training coordination, including tracking training attendance, registration, and required documentation.
• Assist with HR administrative tasks and special HR projects as assigned.
• Serve as the primary administrative support contact for statewide (non-Albuquerque) offices.
• Coordinate travel arrangements, training registrations, and logistical support for rural office staff.
• Assist with administrative coordination related to rural office operations, meetings, and reporting needs.
• Provide administrative coordination and support for rural office administrative needs and operational functions.
• Assist with purchasing coordination, including ordering supplies for offices and tracking administrative needs.
• Assist with vendor coordination and administrative tracking related to vendor contracts and services.
• Assist with financial administrative support tasks such as invoice coordination, credit card reconciliation support, and administrative reporting, as directed.
• Maintain organized electronic filing systems, including SharePoint, shared drives, and administrative document repositories.
• Assist with maintaining and organizing administrative files, resources, and documentation.
• Assist with administrative support related to organizational compliance, including preparation and coordination of reports and documentation.
• Assist with administrative coordination related to insurance policies, vendor contracts, and organizational administrative records.
• Support administrative preparation and coordination of government, funder, or organizational reports as requested.
• Assist with scheduling meetings, preparing materials, and coordinating logistics for leadership and staff meetings.
• Attend meetings as requested and assist with documentation, follow-up coordination, and administrative support.
• Establish and maintain consistent administrative filing systems, document organization, and administrative processes.
• Assist in improving administrative workflows and maintaining organized administrative systems.
• Ensure administrative documentation is accurate, organized, and maintained consistently.
• Provide backup support to the Executive Administrative Assistant to the Executive Director and Board of Directors as needed.
• Collaborate with administrative staff to ensure continuity of operations during absences, high workload periods, or organizational needs.
• Work cooperatively with other administrative staff to support organizational administrative functions while maintaining clear primary areas of responsibility.
• Occasional travel to office locations throughout New Mexico may be required to support administrative coordination, training, or operational needs.
• Attend staff meetings and administrative meetings as required.
• Maintain familiarity with organizational policies, procedures, and administrative requirements.
• Perform other duties and special projects as assigned.

Benefits

• 100% employer-paid BCBS medical, plus dental and vision for employees; generous contributions for dependents
• 3 weeks vacation time, 6 days personal time, liberal sick pay, and federal holidays off
• Hybrid work schedule (3 days in office, 2 days remote – your choice!)
• 37.5-hour work week
• 403(b) Retirement Plan
• Competitive salary

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed