Executive Assistant
Job Details
The Dance Barns - Santa Fe, NM
Full Time
$48,000.00 - $58,000.00 Salary/year

Title: Executive Assistant

Reports to: Executive Director

Manages: N/A

Status: Full-Time Non-Exempt

 

Organization Mission

National Dance Institute of New Mexico is founded with the knowledge that the arts have a unique power to engage and motivate children. The purpose of our distinctive programs is to help children develop discipline, a standard of excellence, and a belief in themselves that will carry over into all aspects of their lives.

 

Purpose of Executive Assistant Role:

The Executive Assistant plays a critical role in enabling the Executive Director (ED) to work most effectively with internal and external stakeholders to fulfill their commitments to NDI New Mexico’s Board of Directors, partners, and funders.  The Executive Assistant provides a high level of administrative support including general administrative and communication as well as specific support in the ED’s board management and fundraising.  The position will efficiently and effectively manage all aspects of the ED office and is responsible for anticipating ED needs and proactively bringing together the resources to meet those needs.  The Executive Assistant is part of NDI New Mexico’s administrative staff.

 

Primary Responsibilities:

 

EXECUTIVE ADMINISTRATIVE SUPPORT

  • Manage Executive Director’s calendar in Outlook and other formats as required.
  • Screening and prioritization of incoming communication to the Executive Director including postal mail, e-mail, voicemail, faxes, and other forms of communication.
  • Preparation, review, and completion of correspondence as necessary.
  • Screen telephone calls and guests.
  • Schedule and prepare for meetings, including physical environment, materials, communications, note-taking and other needs.
  • Arrange and facilitate conference calls.
  • Manage ED office Microsoft Teams files and hard copy files.
  • Liaise and coordinate with a variety of professional business contacts.
  • Monitor NDI department calendars and major project timelines for intersections with the ED to coordinate scheduling; identify any potential issues and communicate with ED.
  • Assist with technical support including Salesforce, Zoom, Survey Monkey, Adobe Acrobat needs.
  • Assist with ED office timeline and new projects as requested.
  • Support the executive team’s communications with the ED: support the senior management team in their ability to raise critical issues with the ED and receive needed responses, guidance, and decisions.
  • Assess inquiries directed to the ED: determine the proper direction and delegate to the appropriate senior manager.
  • Organize and arrange travel for Executive Director and other senior managers as necessary. 

 

BOARD SUPPORT

  • Responsible for the quality of support processes for all Board and committee meetings in including the maintenance of a Board Process Manual.
  • Prepare and distribute all preparation, under the direction of the ED, for quarterly board meetings including the creation and distribution of the board book, set-up and scheduling of meeting evaluations surveys and response reports, coordinate presentation materials, and recording meeting minutes following established protocols.  For electronic meetings, draft and finalize meeting “scripts” as well as schedule meeting rehearsals. Serve as tech support during virtual and in-person meetings.
  • Work with ED to support Executive, Governance and Strategic Planning committee meetings including capturing meeting minutes.
    • Maintain compliance documents on behalf of Governance.
    • Assist in board orientation process on behalf of Governance.
  • Assist with the process management of board member prospect and candidates.
  • Manage board member onboarding and offboarding checklists including the compilation of onboarding packets.
  • Assist with Board/Emeritus Board Member relations, including correspondence, ordering flowers, gifts, etc. on behalf of the Executive Director.
  • Prep board of directors “First Quarter Club” forms and donor portfolios.
  • Implement board portal updates.
  • Manage board Microsoft Teams files and hard copy files.
  • Work with the ED to adjust policies and initiate procedures and protocols as requested by the Board.
  • Write official correspondence on behalf of the Board as requested.

 

FUNDRAISING SUPPORT

  • Assist in the organization of Executive Director’s annual and strategic fundraising portfolios and calendar, including scheduling appointments and meetings, writing communications on ED’s behalf, amending Salesforce accounts.
  • Serve as liaison with the advancement team coordinating and cross informing the needs of event planning and support where ED has responsibilities and deadlines.
  • Ensure the ED donor portfolio is up to date in Salesforce.
  • Assist with donor stewardship (i.e., order flowers, direct correspondence); write, proof, and/or process specialized donor letters.
  • Complete ED donor call reports in Salesforce as well as track and support ED with donor follow-up.

 

OTHER

  • Other duties as required.

 

Working Conditions, Environment and Physical Requirements:

  • Duties performed in a variety of environments including NDI New Mexico offices, schools, residency sites, and other locations.
  • Requires reliable transportation and reimbursable in-state travel to NDI New Mexico locations, participating schools, residency sites, and community events.
  • May be required to lift to 25 lbs.
  • May be required to navigate stairs.
  • Ability to work at a computer and/or telephone for extended periods of time.

 

Knowledge, Skills, and Abilities Required:

JOB SPECIFIC REQUIREMENTS:

  • Previous office administration experience preferred (5+ years)
  • Strong experience in general office management and administration required
  • Superior organizational skills
  • Superior written and oral communication skills
  • Must have excellent computer skills including mastery of Microsoft Word, Excel, PowerPoint, and Outlook
  • Basic analytical skills

 

PERSONAL CHARACTERISTICS:

  • Ability to engage pleasantly with others; the ability to work well with co-workers, senior executives, and a variety of clients.
  • Able to handle confidential information and maintain confidentiality.
  • Able to work independently with a high degree of self-motivation
  • Must be able to establish priorities and manage deadlines
  • Able to work in a fast-paced environment including handling multiple projects simultaneously    
  • Experience with Salesforce is a positive

 

CORE NDI NEW MEXICO EMPLOYEE REQUIREMENTS:

  • Demonstrates support for the mission of the organization.
  • Strives for excellence in this job with a “Can Do” attitude.
  • Ability to work with people of all backgrounds and ages.
  • Highly organized, detail-oriented and result driven.
  • Ability to prioritize work and multi-task to meet priorities.
  • Supports teamwork and collaboration by demonstrating strong interpersonal skills.
  • Communicates effectively through clear speaking, writing and effective listening.
  • Behaves respectfully, ethically and with personal integrity.
  • Operates in a fiscally responsible manner.
  • Demonstrates adaptability through a willingness to be flexible and versatile in a changing work environment while maintaining effectiveness and efficiency.
  • Professional appearance and telephone manner.
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