Executive Assistant

At the Carrie Tingley Hospital Foundation, we are committed to improving the lives of children with disabilities and special needs across New Mexico. By joining our dedicated team, you’ll play a vital role in advancing a mission that directly impacts on the wellbeing of children and their families by supporting programs that provide direct services, adaptive equipment, life-enriching experiences and essential community connections.

The Executive Assistant serves as a strategic partner to the Executive Director and other members of the executive leadership team. This dynamic role combines high-level administrative, operational and financial support along with active involvement and responsibilities in programs, fundraising and event coordination. This position requires a high degree of discretion, independent judgement, professionalism and decision-making on matters of significance in support of the leadership team and overall organizational effectiveness.

Key Responsibilities:

Administrative Duties (60%)

· Provides confidential executive level support to the Executive Director and leadership team including calendar management, meeting preparation, correspondence drafting and travel arrangements.

· Manages and oversees the day-to-day financial operations including accounts payable, accounts receivable, invoicing, reconciliations and deposits.

· Collaborates with external accountants to assist with monthly and year-end financial reconciliations.

· Tracks and manages organizational invoices, grant reimbursements and donor contributions in collaboration with the development team.

· Greeting visitors, answering phones and directing calls.

· Draft, edit and manage correspondence, reports, presentations and materials for the Board of Directors, leadership meetings, and external stakeholders.

· Responsible for ordering and managing office supplies

· Ensuring office equipment is functional and liaises with vendors for repairs.

· Serves as liaison between the Executive Director and staff, community partners, board members and donors.

· Organizes and maintains digital and physical filing systems across departments.

· Coordinates logistics for Board of Directors and committee meetings, including meals, minutes and follow-ups.

· Coordinates special projects involving cross-department collaboration and external stakeholder engagement.

· Assists in drafting strategic plans, operational initiatives, and grant documents as appropriate.

· Represents the Executive Director’s office in interactions with internal and external stakeholders.

· Handles confidential and sensitive information with integrity and discretion.

· May supervise and oversee the work of administrative support staff, interns or contractors.

· Ensures alignment of the Executive Director’s priorities with organizational goals through proactive planning and communication.

· Participates in senior staff meetings as appropriate; tracks action items and assists with execution.

· Represents the Executive Director and CTHF with community partners, donors and stakeholders.

· Assists with departmental projects and initiatives as assigned.

Program, Development and Fundraising Support (40%)

· Assists in planning, organizing, and executing Foundation fundraising events, outreach activities, community engagement activities and signature programs such as Camp Adventure, Treadsetters, and Wheelchair Basketball along with other programs and events.

· Tracks program timelines, deliverables, and outcomes, and help prepare impact reports for stakeholders.

· Work with program partners, vendors and volunteers to ensure successful program and event delivery.

· Maintains and manages accurate donor and participant records using CRM software

· Provides administrative support for programs, events, grant applications and reporting, including data gathering and formatting.

· Assists in program logistics, event setup/breakdown and onsite support.

· Helps track fundraising metrics, program participation, and event impact and prepare reports for internal use

· Support planning and execution of annual fundraising events, including sponsorship tracking, registration, and event communications.

· Other duties as assigned.

Qualifications:

· HS Diploma required. Associate or bachelor’s degree in business administration, communications, nonprofit management, or related field preferred.

· Bilingual (English/Spanish) required.

· Minimum 3 years of experience in an administrative support role; experience in development or fundraising a plus.

· Highly organized with strong time-management skills and attention to detail.

· Demonstrated experience with nonprofit financial processes (A/P, A/R, reconciliation, financial reporting).

· Excellent written and verbal communication skills and abilities.

· Proficiency in Microsoft Office Suite; familiarity with Google Workspace, QuickBooks, Adobe products and donor management systems or CRM platforms a plus.

· Ability to work both independently and collaboratively.

· High degree of integrity, discretion and professionalism in handling confidential information.

Preferred Skills and Experience:

· Passionate about our mission.

· Experience supporting multiple executives or departments.

· Familiarity with event planning, fundraising campaigns, and donor communications.

· Experience in nonprofit, corporate development or healthcare environment.

· Familiarity with nonprofit and philanthropic tools and techniques.

· Experience working with children or in a family centered program a plus.

· Working knowledge of posting on social media platforms (Facebook, Instagram, LinkedIn) a plus.

Working Conditions:

· Full-time (Monday-Friday) with flexibility for occasional evenings or weekends for events and programs.

· Able to sit and stand in an office environment.

· Must be able to lift and carry at least 25 pounds occasionally.

· Must reside in New Mexico.

Pay: $56,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off

Work Location: In person