Administrative assistant

Description:

The Administrative Assistant provides critical administrative and operational support to team leadership, legal staff, compliance teams, and internal business units. This role serves as a central coordination point for document management, legal and regulatory filing activities, scheduling, meeting logistics, stakeholder communications, and general office administration. The ideal candidate is highly organized, detail-oriented, capable of managing confidential information, and experienced supporting teams that operate within regulated government, healthcare, or legal environments.

Administrative Support

• Provide day-to-day administrative support to managers, attorneys, program staff, and internal stakeholders.
• Maintain calendars, schedule meetings, coordinate conference calls, and distribute meeting invitations.
• Prepare correspondence, memos, reports, agendas, presentations, and meeting materials.
• Coordinate travel arrangements, meeting logistics, and conference room scheduling as needed.
• Track assignments, deadlines, and follow-up items to ensure timely completion.

Legal and Compliance Support

• Assist internal legal and compliance teams with administrative aspects of case management and regulatory activities.
• Organize, maintain, and track legal, policy, and compliance documentation.
• Support preparation and filing of legal, regulatory, and administrative documents.
• Maintain accurate records in accordance with agency guidelines, retention schedules, and confidentiality requirements.
• Assist with public records requests and document retrieval activities under supervision.

Document Management and Filing

• Create, update, organize, scan, index, and archive electronic and physical records.
• Ensure proper filing and storage of contracts, legal documents, policies, correspondence, and administrative records.
• Monitor document versions and maintain accurate records management practices.
• Support audit preparation through documentation gathering and record organization.

Meeting and Communication Coordination

• Schedule internal and external meetings involving leadership, legal teams, program staff, vendors, and stakeholders.
• Prepare meeting agendas, take meeting notes, and distribute action items.
• Coordinate meeting materials and ensure attendees receive required documentation in advance.
• Serve as a point of contact for internal communications and administrative inquiries.

Operational Support

• Assist with workflow tracking, data entry, reporting, and administrative projects.
• Maintain spreadsheets, databases, and tracking systems.
• Support procurement, invoice processing, and administrative purchasing activities.
• Help monitor departmental deadlines, deliverables, and reporting requirements.
• Provide customer-focused support to internal employees and business partners.

Required Qualifications

• High school diploma or GED required; Associate's degree preferred.
• 2+ years of administrative, executive support, legal assistant, records management, or office coordination experience.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and accuracy.

Preferred Qualifications

• Experience supporting legal, compliance, government, healthcare, or public-sector operations.
• Familiarity with records retention requirements, document control practices, and legal filing procedures.
• Experience coordinating meetings for multiple stakeholders.
• Knowledge of state / local government administrative processes and/or regulatory environments.
• Experience using electronic document management and records systems.

Core Competencies

• Organization and prioritization
• Confidentiality and professionalism
• Attention to detail
• Customer service orientation
• Communication and collaboration
• Problem-solving
• Time management
• Records & document management

Location:

Santa Fe, NM

Experience Level:

Intermediate Level

Job Type & Location

This is a Contract position based out of Santa Fe, NM.

Pay and Benefits

The pay range for this position is $22.00 - $24.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Workplace Type

This is a fully onsite position in Santa Fe, NM.

Application Deadline

This position is anticipated to close on Sep 18, 2026.