Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to our Chief Executive Officer while handling a wide range of administrative tasks with exceptional efficiency and professionalism. The ideal candidate is skilled in scheduling, communication, and task management, and able to maintain confidentiality and prioritize urgent matters.

This is an on-site role at RS21’s Albuquerque headquarters that will provide office administration support in addition to the duties supporting our CEO.

Responsibilities

• Calendar Management: Prioritize and manage CEO’s schedule, appointments, meetings, and travel arrangements, ensuring effective time management and coordination. Ensure calendar is up-to-date, and conflicts are resolved promptly.
• Communication and Correspondence: Handle incoming and outgoing communications on behalf of the CEO including emails, phone calls, and written correspondence. Respond to routine inquiries and escalate important matters to the appropriate parties.
• Meeting Coordination: Prepare meeting materials, agendas, and presentations for executive-level meetings. Ensure proper staffing for all meetings, including technical and project demo support and relevant Leadership Team members are in attendance
• Travel Coordination: Arrange travel itineraries including flights, accommodations, ground transportation, and necessary travel documents.
• Process expense reports and manage financial records related to executive activities. Collaborate with finance and accounting team to ensure accurate and timely handling of financial matters.
• Office Management: Prepare the office for daily operations including opening the office in the morning, making coffee, unloading the dishwasher, and making sure all common spaces are neat and tidy.
• Event Planning: Lead and assist in organizing company events coordinating logistics, invitations, and follow-up activities.
• Interact professionally with clients, partners, and employees, representing the CEO with a high level of integrity and diplomacy.
• Maintain office operations and procedures including ordering supplies for the main office and remote home offices, monitoring voicemails, and processing the mail.
• Ensure the office is prepared for client and guest visitors including turning on projectors, tidying conference rooms, preparing snacks, being present to make sure everything runs smoothly, and helping to clean up at the end.
• Support operations team on operational activities as necessary.

Qualifications:

• 2-3 years’ experience as an Administrative Assistant, Receptionist, Office Administrator, or similar role.
• Proficient in Slack, email, and scheduling tools (e.g., Teams, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication, with a formal and professional tone.
• Ability to maintain confidentiality and prioritize sensitive matters.
• Flexibility to adapt to changing priorities and work under pressure. 
• Concierge customer service mindset with a passion for working with people.
• Able to contribute positively as part of a team, helping out with various tasks as required.

Nice to Have:

• Familiarity with AI tools for meeting notes and action item tracking is a plus.
• Experience supporting executive-level personnel.
• Basic accounting or bookkeeping skills.