Executive Assistant

Executive Assistant

Position Grade - 13

Position Summary - The Executive Assistant will independently oversee all administrative functions of the VP Office, serving as the primary point of contact for internal and external stakeholders. The ideal candidate will demonstrate exceptional judgment, advanced organizational skills, and the ability to anticipate needs while maintaining discretion and professionalism. Comfort with technology and proficiency in modern productivity tools are essential to ensuring seamless executive operations.

Serve as the primary liaison for university and community stakeholders on matters directed to the VP Office, ensuring timely and accurate resolution or referral.

Independently manage complex schedules for the Vice President and executive leadership team, balancing competing priorities, executive commitments, travel, and correspondence.

Proactive review of Vice President's calendar, including collaboration with the Vice President on preparing documents and agendas for upcoming meetings.

Receive, evaluate, and respond to correspondence; draft communications and prepare reports with accuracy and professionalism.

Plan, coordinate, and execute meetings, events, and special engagements, ensuring attention to detail and flawless delivery.

Support executive leadership in resolving sensitive issues involving faculty, staff, students, and external stakeholders.

Conduct research, compile data, and prepare high-level reports that inform University-wide decision-making.

Oversee daily office operations, supervising administrative support staff, and ensuring adherence to office policies and procedures.

Assist in the preparation, review, and monitoring of budgets, including transaction approvals and financial reporting.

Maintain accurate records, track deadlines, and ensure compliance with University policies and procedures.

Support faculty/staff recruitment, hiring processes, and other HR-related activities.

Facilitate and coordinate contract administration, procurement processes, and executive-level projects.

Leverage technology to streamline processes, manage digital workflows, and support efficient communication across the organization.

Minimum Qualifications - High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration and/or human resources AND 3 years of additional experience directly related to the duties and responsibilities specified. Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Preferred Qualifications - Demonstrated experience providing executive-level administrative support, preferably within a higher education environment. Ability to exercise initiative, anticipate needs, and proactively identify solutions to streamline operations. Proven ability to manage complex calendars, competing priorities, and sensitive matters with discretion and sound judgment. Familiarity with university governance structures, policies, and strategic planning processes. Exceptional organizational and project management skills with the ability to work independently in a fast-paced and highly visible office. Advanced written and verbal communication skills, including experience drafting executive-level correspondence and reports. Proficiency with technology and modern office productivity tools (e.g., Microsoft Office Suite, calendaring and scheduling systems, project management platforms, virtual collaboration tools such as Zoom/Teams). Experience in event planning and coordination, including high-profile university or community engagements.

Campus - Main - Albuquerque, NM

Department - VP Institutional Support Svcs Staff (816A)

Employment Type - Staff

Staff Type - Regular - Full-Time

Term End Date

Status - Exempt

Pay - Monthly: $4,236.27 - $5,950.53

Benefits Eligible - This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for more information.

ERB Statement - As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.

Background Check Required - Yes

For Best Consideration Date - 6/1/2026

Eligible for Remote Work - No

Application Instructions - Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application. Interested candidates should submit a cover letter, resume, and contact information for three professional references. Applications will be reviewed on a rolling basis until the position is filled.

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. See the Veteran Preference Program webpage for additional details. The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.