Senior Administrative Assistant at New Mexico Legal Aid Inc

Albuquerque, New Mexico, United States -

Full Time

Start Date

Immediate

Expiry Date

25 Jul, 26

Salary

70000.0

Posted On

26 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative support, Operations support, Executive support, Organizational skills, Attention to detail, Confidentiality, Microsoft Office, Document management, SharePoint, Communication skills, Time management, Financial administrative support, Vendor coordination, Data entry, Problem solving

Industry

Legal Services

Description

Senior Administrative Assistant Albuquerque, NM New Mexico Legal Aid (NMLA) provides civil legal services to low-income New Mexicans for a variety of legal issues including domestic violence/family law, consumer protection, housing, disaster relief, and benefits. NMLA has locations throughout the state including Albuquerque, Santa Fe, Las Cruces, Gallup, Roswell, Silver City, Las Vegas, Taos, and Santa Ana Pueblo. NMLA seeks a skilled and detail-oriented Senior Administrative Assistant to provide high-level administrative and operations support across the organization, including support for executive leadership, administrative departments, and office operations statewide. This position serves as the primary administrative support for operational and administrative functions, including coordination across departments such as Accounting, Grants, IT, and program leadership, as well as administrative support for office operations across all locations. This role also provides backup support to the Executive Assistant supporting the Executive Director, Board of Directors, and Human Resources. In this capacity, the position will often assist with and have access to sensitive and confidential information related to personnel matters, employee relations, and organizational operations. The ideal candidate is highly organized, comfortable working with technology, and able to manage multiple responsibilities with accuracy, discretion, and professionalism. This role requires strong attention to detail, organizational skills, sound judgment, and the ability to handle confidential information with a high level of discretion. This role is based in the Albuquerque office and reports to the Deputy Director / Director of Operations when filled and will report to the Human Resources Manager in the interim. The Senior Administrative Assistant's responsibilities include, but are not limited to the following: Administrative Support to Leadership and Departments Provide administrative support to the Deputy Director/Director of Operations and other organizational leaders, including Accounting, Grants, and program leadership. Assist with preparation, formatting, and coordination of reports, correspondence, presentations, and administrative documents. Coordinate meetings, schedules, and logistics for leadership and departmental activities. Support administrative processes across departments to ensure smooth and consistent operations. Statewide Office Administrative Coordination Serve as the primary administrative support contact for all office locations. Coordinate travel arrangements, training registrations, logistical support, and administrative documents. Assist with office moves, setup, and administrative coordination. Support ordering of office supplies and services, and coordination of administrative needs across all locations. Assist with financial administrative support tasks such as invoice coordination, credit card reconciliation support, and administrative reporting, as directed. Maintain organized electronic filing systems, including SharePoint, shared drives, and administrative document repositories. Assist with maintaining and organizing administrative files, resources, documentation, and functional office environments. Administrative Systems and File Management Maintain and organize shared drives, administrative records, and filing systems across departments. Assist with document management, including filing, organization, and retention of administrative and organizational records. Support consistency and organization of documentation across departments, including assisting with filing needs related to HR, operations, and administrative functions. Ensure documents are stored securely and in accordance with organizational confidentiality standards. Accounting, Grants, IT, and Operational Administrative Support Assist with administrative coordination for accounting, grants, IT, and operational processes. Support documentation, reporting, and administrative tracking as directed. Assist with coordination of invoices, documentation, and administrative workflows. Vendor and Office Operations Coordination Assist with coordination of office vendors, supplies, and administrative needs. Support administrative aspects of facilities coordination and office operations. Help ensure offices are equipped and supported to meet operational needs. Executive, Board, and HR Backup Support Provide backup support to the Executive Assistant supporting the Executive Director, Board of Directors, and Human Resources during absences, high workload periods, and as additional support for Board meetings, etc. Assist with administrative tasks that may involve sensitive or confidential information, including personnel documentation, employee relations materials, and executive communications. Support the organization, coordination, and secure handling of confidential documents related to employee relations, investigations, disciplinary actions, or labor relations matters, as directed. Maintain strict confidentiality and exercise sound judgment when handling sensitive organizational and personnel information. Collaboration and Organizational Support Work collaboratively with administrative staff to ensure continuity of operations across departments and offices. Provide cross-functional administrative support as needed to meet organizational priorities. Assist with special projects and organizational initiatives as assigned. Other Duties Attend staff meetings and administrative meetings, and take notes or minutes as required. Maintain familiarity with organizational policies, procedures, and administrative requirements. Perform other duties and special projects as assigned. Travel Requirement Occasional travel to office locations throughout New Mexico may be required to support administrative or operational needs. Required Qualifications Minimum of 4–7 years of recent and relevant experience, such as administrative or operations support experience. Strong organizational skills and ability to manage multiple priorities. Strong attention to detail and follow-through. Ability to work independently and with exercise sound judgment. High level of discretion and ability to handle confidential information. Strong written and verbal communication skills. Strong computer and technology skills, including Microsoft Office and electronic document management systems (e.g., SharePoint, shared drives). Ability to learn and effectively use new systems and tools. Ability to travel occasionally to office locations as required. Reliable personal vehicle, valid driver's license, and acceptable driving record. Preferred Qualifications Experience supporting operations, accounting, or administrative teams. Experience in a nonprofit or multi-office environment. Experience using SharePoint, DocuSign, or similar systems. Bilingual proficiency (Spanish) preferred. Company Benefits 100% employer-paid BCBS medical, plus dental and vision for employees; generous contributions for dependents 3 weeks vacation time, 6 days personal time, plus sick pay and federal holidays off Hybrid work schedule (3 days in office, 2 days remote) 37.5-hour work week 403(b) Retirement Plan Click here for more information Salary: $60,000 - $70,000 DOE Application Deadline: Until filled. Resumes reviewed on a rolling basis. Applicants must submit a current resume, three references, and a cover letter that explains your interest in this position and the mission of NMLA. Your application will not be considered unless we receive all of these documents. To apply, visit: https://newmexicolegalaid.isolvedhire.com/jobs/1757874 Applicants will be subject to a background check. Please do not let this deter you from applying. NMLA is committed to a strong workforce and recognizes that persons with marks on their record may still be able to perform admirably. NMLA is an EEO Employer.

Responsibilities

The Senior Administrative Assistant provides high-level administrative and operational support to leadership, departments, and statewide office locations. Responsibilities include managing documentation, coordinating office logistics, and providing backup support for executive, board, and human resources functions.