Executive Assistant en University of New Mexico

The Executive Assistant to the Vice President (EA-VP) is an integral member of the core leadership team, working collaboratively on a variety of high-impact projects and initiatives led by the Vice President (VP). This position requires strategic coordination, proactive problem-solving, and high-level communication skills to support the VP’s engagements across the Health Sciences, University, communities, and external state, national, and international stakeholders.

This role is essential in ensuring that the VP can operate effectively within a complex institutional and community landscape. The EA-VP will not only manage logistics but also play a strategic role in helping to advance key initiatives across UNM HSC and beyond.  A critical component to keeping the VP’s office running smoothly and efficiently will be the EA-VP’s ability to proactively manage operational workflow, scheduling and preparation for meetings, events, and other engagements—including ensuring that the VP has the necessary context, materials, and follow-up plans.

The EA-VP serves as the primary point of contact for internal and external constituencies on all matters directed to the VP. This includes independently researching and prioritizing incoming issues, determining appropriate courses of action, and ensuring timely and effective responses.

A vital function of this role is managing the VP’s daily operations which includes scheduling, oversight of operational workflow and special projects to ensure alignment with institutional priorities. The EA-VP will triage, prioritize, and respond to incoming correspondence; manage complex scheduling activities; resolve conflicts; and proactively anticipate readiness for all meetings, engagements, and initiatives.

This position requires flexibility in work hours, including availability for evening and weekend engagements as needed.

 Key Responsibilities:

• Provides executive leadership support to include managing daily operational workflow.
• Serve as the primary liaison between the VP, internal and external stakeholders, University, and HSC administration.
• Flexibility to work non-traditional hours as needed.
• Prioritizes the VP’s daily operational workflow by responding independently when appropriate, flagging urgent matters, and drafting high-level correspondence.
• Oversee the VP’s schedule by managing complex calendar coordination, travel arrangements, and strategic engagements, to ensure optimal time management, effective prioritization, and proactive conflict resolution.
• Proactively and independently ensure the VP is well-prepared in advance for meetings and events by providing briefings, background materials, talking points and other related materials.
• Design and implement effective procedures and systems to enhance the VP’s operational workflow and overall office efficiency.
• Handle sensitive and confidential matters with discretion and professionalism.

Project & Initiative Management:

• Oversee and coordinate short-and long-term projects spanning UNM HSC, stakeholders and collaborators.
• Develop, track, compile, and analyze data related]to initiatives led by the VP, producing high quality reports and presentations for leadership, community stakeholders, and partners.
• Manage a diverse portfolio of special programs and projects with institutional, community, and national and international impact.
• Support the development and execution of strategic initiatives that advance the VP’s goals and the broader institutional mission.

Stakeholder & Community Engagement:

• Represent the VP in meetings, committees, and external events as needed.
•  Establish and maintain clear communication channels to promote collaboration and engagement with the VP, as well as with a broad range of internal and external stakeholders.
• Establish and maintain collaborative relationships across academic and community domains to include strategic communication & reporting.

• Draft and edit high-quality reports, presentations, and correspondence for both internal and external audiences.
• Develop and maintain organized systems for managing data, information, and records related to the VP’s initiatives.
• Flexibility to work non-traditional hours as needed.
• Research and compile briefing materials to support public addresses and strategic decision-making.

Other Duties as Assigned:

Providing flexible and adaptive support.

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.

• Bachelor’s degree (preferred)
• Experience working in higher education, healthcare, or a complex institutional environment (preferred).
• Two to five years of executive-level administrative experience, specializing in email management, calendar coordination, project oversight, and stakeholder engagement.

 Key Skills & Competencies:

• Expertise in daily operational workflow and readiness, calendar management, including experience handling high-volume correspondence, complex scheduling and Executive preparedness.
• Exceptional written and verbal communication skills for high-level internal and external correspondence.
• Strong organizational and project management abilities.
• Strategic thinking and problem-solving skills, with the ability to work both independently and collaboratively.
• Discretion and sound judgment when handling confidential or sensitive matters.
• Proficiency in data management, reporting, and presentation tools (Microsoft Office Suite, Google Workspace, scheduling software, etc.).

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.