Executive Assistant

Position Summary

The University of New Mexico (UNM) VP Office for Institutional Support Services (ISS) is seeking a highly organized, adaptable, and self-directed Executive Assistant to provide comprehensive support to the Vice President and executive leadership team. This role requires an individual who can excel in a fast-paced, dynamic, and highly visible office environment, managing competing priorities with professionalism and efficiency.

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.

About ISS

ISS is a vital division within UNM, encompassing 17 diverse, service-oriented departments that provide essential business, facilities, and real estate services. ISS plays a central role in enhancing the university experience for students, faculty, staff, and visitors by delivering seamless, high-quality support across campus.

Duties and Responsibilities

• 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.

Conditions of Employment 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

• Bachelor’s degree in Business Administration, Public Administration, or a related field.
• 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 (., 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.

Additional Requirements 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 home page for a more information.