Job Summary
We are seeking a dynamic and highly organized Executive Assistant to support our CEO in driving the company's strategic initiatives and daily operations. This role offers an exciting opportunity to work closely with senior leadership, manage complex schedules, coordinate projects, and facilitate seamless communication across departments. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to ensure the executive’s productivity and efficiency are maximized every day.
Executive Communications and Stakeholder Relations
- Compose, review, edit, and manage executive-level correspondence, including partnership and event proposals. Respond to routine inquiries and route sensitive or complex matters to the appropriate person.
- Maintain the highest degree of discretion and confidentiality in handling executive, personnel, financial, governance, and organizational information while building and maintaining positive working relationships with individuals interacting with the Office of the CEO.
- Serve as primary administrative liaison and recordkeeper for the Board of Directors and designated committees.
- Support high-level Strategic Initiatives and special projects, strategic initiatives, and organizational planning activities.
Meeting and Briefing Preparation
- Ensure the CEO is appropriately prepared for meetings, presentations, events, and stakeholder engagements.
- Maintain awareness of executive commitments, deadlines, and follow-up responsibilities.
- Anticipate the CEO’s administrative, informational, and logistical needs.
- Prepare comprehensive briefing materials, presentations, reports, meeting packets, talking points, and background documents.
- Gather, organize, and summarize information needed to support executive discussions and decision-making.
- Document meeting decisions, action items, responsibilities, and deadlines as assigned.
- Monitor follow-up items and communicate reminders to responsible individuals.
Executive Support and Calendar Management
- Manage the CEO’s complex and frequently changing calendar. Prioritize meetings, appointments, events, and commitments based on organizational needs and executive priorities. Proactively identify and resolve scheduling conflicts.
- Coordinate all aspects of the CEO’s domestic and international travel.
- Protect the CEO’s time while maintaining a professional and responsive approach to internal and external stakeholders.
Records and Administrative Operations
- Maintain accurate, organized, and confidential executive files and records.
- Maintain executive contact lists, distribution lists, calendars, and reference information.
- Recommend administrative processes and tools that improve executive efficiency, communication, and organization.
Perform other duties and special assignments as directed by the CEO.
REQUIRED QUALIFICATIONS
- Bachelor's degree in business administration, communications, organizational leadership, public administration, or a related field; substantial directly related experience may be considered in place of a degree.
- At least five years of progressively responsible executive-level administrative experience, including direct support to a president, CEO, executive director, or comparable senior leader.
- Demonstrated experience managing complex executive calendars, meetings, travel, communications, confidential information, and competing priorities.
- Experience preparing executive presentations, proposals, reports, meeting materials, briefing documents, and formal correspondence.
- Experience supporting a board of directors, governing body, executive committee, or comparable leadership group.
- Experience coordinating special projects involving multiple stakeholders, departments, vendors, or contractors.
- Excellent written, verbal, editing, proofreading, organizational, interpersonal, and problem-solving skills.
- Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.
- Demonstrated ability to exercise discretion, independent judgment, professionalism, and initiative with limited supervision.
- Ability to work occasional early mornings, evenings, and weekends and to travel locally or out of area based on organizational needs.
PREFERRED QUALIFICATIONS
- Experience working for a chamber of commerce, destination marketing organization, nonprofit, membership association, community organization, public agency, or economic development organization.
- Experience coordinating board meetings, preparing formal meeting minutes, and maintaining governance records.
- Experience administering departmental budgets, expense reports, purchase orders, procurement, and vendor relationships.
- Experience coordinating office renovations, relocations, facilities projects, or other significant operational initiatives.
- Knowledge of Albuquerque and New Mexico's business, governmental, cultural, tourism, and community environment.
- Bilingual English and Spanish communication skills.
WORK ENVIRONMENT & PHYSICAL DEMANDS
This position operates primarily in a professional office and community-facing environment and requires frequent computer and telephone use, regular interaction with employees and external stakeholders, and occasional local or out-of-area travel. The role may require prolonged periods of sitting, standing, and working at a computer, as well as attendance at meetings, events, or activities outside normal business hours. The employee must be able to move throughout the office and event locations and occasionally lift or transport materials weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
BENEFITS
Benefits include medical insurance (eligible after 60 days of continuous employment), Paid Sick & Safe Leave accruing from date of hire (uncapped accrual, 64-hour carryover maximum), holiday pay, and additional benefits such as retirement plan participation, PTO, and bereavement leave.
LEGAL DISCLOSURES
The Albuquerque Hispano Chamber of Commerce is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, sexual orientation, gender identity, spousal affiliation, religion, age, disability, serious medical condition, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law, in any aspect of recruitment, hiring, employment, or advancement. In compliance with the Americans with Disabilities Act (ADA) and applicable state law, applicants and employees who require a reasonable accommodation to participate in the application process or to perform essential job functions should contact the Human Resources representative identified in the job posting. All persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification (Form I-9) upon hire. Employment with the Hispano Chamber is at-will, and this job description does not constitute an employment contract or alter that at-will status.
Pay: $57,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
