Executive Assistant

The UNM Division for Change and Empowerment (DiCE) is seeking a motivated, dynamic, detail-oriented individual to join the team as Executive Assistant (EA).The successful candidate will coordinate, oversee, and/or perform a wide variety of administrative support activities on behalf of DiCE, with primary responsibility for maintaining the calendar of the Vice President (VP). The Executive Assistant serves as the primary operational and administrative point of contact for internal and external constituencies. The EA will manage special programs for the VP and work with the Program Manager to oversee the planning and coordination of special events. The EA will also collaborate with the DiCE editor and professional consultant to gather information for reports, create and maintain meeting documentation, and assist in the supervision of student employees.

Essential Duties and Responsibilities

Executive Calendar Management (60%)

• Efficiently and effectively maintain the VP's calendar.
• Schedule one-on-one, small group, and large group meetings.
• Coordinate meetings with local, national, and international partners.
• Ensure Outlook calendar entries include locations, addresses, directions, and all relevant meeting details for both on- and off-campus events.

Correspondence Management (10%)

• Receive, screen, evaluate, and determine appropriate responses to written correspondence received by DiCE.
• Draft or suggest responses as appropriate.

Special Programs and Events (10%)

• Manage special programs for the VP, including:
• Faculty Forward postdoctoral and hiring programs
• DiCE grant programs
• Other assigned initiatives
• Partner with the Program Manager to plan and coordinate special events on behalf of the VP.

Meeting Coordination (20%)

Help to create, gather and post meeting documentation:

• Coordinate Alza Council meetings.
• Coordinate LEID Council meetings.
• Coordinate DiCE check-in meetings.

See the Position Description for additional information.

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.

• Associate degree
• Highly adept at scheduling a calendar utilizing Outlook or similar program
• Team player that embraces a collaborative approach
• Proven knowledge of executive-level administrative principles and practices.
• Experience supporting an Executive Director, Vice President, or higher-level executive.
• Demonstrated expertise coordinating multiple calendars using Outlook, Google Calendar, or similar scheduling platforms.
• Experience planning and coordinating events.
• Strong communications and marketing skills.
• Proficiency with:
• Microsoft Office Suite (Word, Excel, PowerPoint,)
• Video conferencing platforms (Zoom, Microsoft Teams)
• Digital communication and file-sharing tools (OneDrive, Microsoft Teams, Google Drive/Google Cloud Storage)
• A demonstrated commitment to cultivating an understanding of the rich and varied cultures of New Mexico and contributing to the university's mission of serving local and global communities

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.

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.

The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.