Executive Assistant

Overview

Executive Assistant Jobs in Los Alamos, NM at Los Alamos Retired & Senior Organization

Job Overview

The Executive Assistant & Administrative Operations Coordinator plays a critical role in advancing LARSO’s mission of Promoting Positive Living for older adults through the Five Pillars by providing administrative support to the Executive Director, maintaining organizational systems, coordinating facility-related operations, and serving as the primary steward of LARSO’s donor and fundraising database.

This position acts as a central point of coordination across departments, helping ensure organizational effectiveness through facilities coordination, purchasing support, meeting and event logistics, donor database management, reporting, and administrative services. By maintaining high-quality operational systems and accurate donor records, this role directly supports both LARSO’s daily operations and long-term sustainability.

Core Areas of Responsibility

I. Executive Director Support

The Executive Assistant & Administrative Operations Coordinator ensures the Executive Director can focus on strategic leadership, community relationships, fundraising, and organizational sustainability.

Key responsibilities include:

• Proactively managing the Executive Director’s calendar, appointments, deadlines, and follow-up actions.
• Preparing meeting materials, agendas, reports, and correspondence.
• Coordinating internal communications, scheduling, and administrative workflows.
• Assisting with Board of Directors meeting preparation, packet assembly, and distribution.
• Tracking action items and supporting organizational projects as assigned.
• Serving as a liaison across departments when acting on behalf of the Executive Director.
• Providing administrative support to leadership initiatives and strategic projects.

II. Administrative Operations & Facilities Coordination

The Executive Assistant & Administrative Operations Coordinator supports efficient facility operations and organizational logistics.

Facilities and Operations Responsibilities

• Serve as the primary point of contact for routine facility maintenance requests.
• Submit and track work orders with Los Alamos County for facility repairs and maintenance issues.
• Monitor the status of repairs and communicate updates to staff and leadership.
• Coordinate facility-related vendor services as directed.
• Maintain records of facility requests, repairs, and maintenance activities.
• Assist with room scheduling and operational logistics within the facility.

Purchasing and Administrative Support

• Coordinate online supply purchases and ordering for administrative, program, transportation, nutrition, and facilities departments.
• Monitor inventory needs and assist departments with procurement requests.
• Ensure purchases align with approved budgets and organizational procedures.
• Maintain organized records of purchases, invoices, and related documentation.

Meal Service and Event Logistics

• Coordinate daily table setup and room preparation for congregate meal service.
• Communicate setup requirements with facilities, nutrition staff, volunteers, and other departments.
• Assist with room reconfiguration to accommodate programs, meetings, and special events.
• Support organizational events through scheduling, logistics coordination, and administrative assistance.

III. CRM & Donor Database Management

The Executive Assistant & Administrative Operations Coordinator serves as LARSO’s primary donor database lead and steward of fundraising information systems.

Donor Management System Stewardship

• Serve as primary administrator of LARSO’s CRM system.
• Maintain accurate and up-to-date donor records, gift entries, constituent interactions, event participation, and communications.
• Establish and maintain data quality standards.
• Manage imports, exports, segmentation, and routine database maintenance.
• Support user adoption and data integrity across fundraising functions.

Fundraising & Stewardship Support

• Process donations and ensure timely acknowledgments and tax receipts.
• Build and maintain donor lists and campaign segments.
• Assist with direct mail, email campaigns, and fundraising communications.
• Maintain records of donor stewardship activities and engagement efforts.
• Support fundraising events through data management and reporting.

Corporate Sponsorship & Grant Tracking

• Track sponsorship commitments, benefits, and renewal schedules.
• Maintain grant records, reporting deadlines, and documentation.
• Support accurate reporting related to development activities.

IV. Reporting and Organizational Support

A key purpose of this role is to provide reliable information that supports decision-making and organizational accountability.

Responsibilities include:

• Producing fundraising, donor, and CRM reports.
• Supporting board reports and organizational dashboards.
• Monitoring key fundraising metrics, including donor retention, acquisition, and average gift size.
• Maintaining administrative records and operational documentation.
• Supporting data collection and reporting for organizational initiatives.

V. Mission Alignment & Organizational Values

In all aspects of the role, the Executive Assistant:

• Upholds LARSO’s mission and commitment to the Five Pillars of Positive Living.
• Supports a culture of dignity, service, accountability, and continuous improvement.
• Treats donors, volunteers, members, partners, and staff as valued collaborators in LARSO’s mission.
• Maintains confidentiality and professionalism in all interactions.
• Recognizes that both operational excellence and donor stewardship are essential to community trust and organizational sustainability.

Required Knowledge, Skills, and Attributes

• Strong organizational and time-management skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple projects and competing priorities.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Comfortable learning and maintaining CRM/database systems.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively.
• Ability to maintain confidential information with discretion.
• Customer-service-oriented approach with staff, volunteers, members, donors, and community partners.
• Experience with administrative operations, purchasing, or facility coordination preferred.
• Prior CRM, donor database, or fundraising experience preferred but not required.

Pay: $41,000.00 – $45,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Tuition reimbursement

Work Location: In person

Title: Executive Assistant

Company: Los Alamos Retired & Senior Organization

Location: Los Alamos, NM