Senior Executive Assistant

The Law Offices of the Public Defender is recruiting a Senior Executive Assistant to work in Santa Fe, NM.

Our organization and mission:

As the state's largest law firm, the Law Offices of the Public Defender represents low-income people facing criminal charges in New Mexico. With dedicated teams of attorneys, social workers, investigators, paralegals, and office support, we guard individuals from injustice and work to address the underlying issues that bring clients into the criminal court system. In addition to representing individuals in criminal cases, we also advocate in our state legislature to protect the constitutional rights of all New Mexicans.

Use good judgment, critical thinking, is self-sufficient, and a problem solver; self-motivated and proactive with a strong work ethic and self-accountable; efficient, honest, reliable, trustworthy, dependable, respectful of strict deadlines and confidentiality requirements, and willing to learn.

Does this list of attributes sound like you? This Senior Executive Assistant position could be for you

A Senior Executive Assistant is a pivotal role, offering extensive support to the Chief Public Defender and senior leadership (e.g., Deputy Chiefs), as assigned, in managing their demanding schedules, communications, and strategic initiatives. This position is crucial for maximizing an executive's productivity and efficiency by handling various administrative, organizational, and sometimes strategic tasks.

Click HERE (Download PDF reader)to review a complete job description and essential functions of this classification.

KNOWLEDGE OF:

• Confidentiality rules and procedures.
• Ability to perform well under the pressure of multiple deadlines
• Proficiency in Google Suite, including applications such as Google Docs, Sheets, Slides, and Drive, alongside a strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal communication skills, including listening skills
• Proficiency in writing, editing, and proofreading, including coherence, grammar, punctuation, structure, spelling, tone, clarity, and organization.
• Drafting and preparing legal documents and writings;
• Integrity, client confidentiality
• Inspection of Public Records Act (IPRA), coordinate and promptly respond to public records requests.

SKILLS WE SEEK:

Analytical

• Compiling and analyzing data;
• Conducting needs analysis;
• Interpreting and applying applicable law sources such as rules and regulations, statutes, recorded judicial decisions, legal articles, complex legal documents, constitutions, and legal/administrative codes.
• Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals;
• Developing strategic plans;
• Interpreting complex documents;
• Analyzing the applicability and/or value of the implementation of emerging trends and/or services;
• Using legal interpretation skills to ensure compliance with applicable state and federal laws, NMAC and LOPD policies, and the CBA;
• Analyzing processes and making recommendations for process and procedure improvement;

Planning

• Think critically in unexpected situations to assess what needs to be completed and prioritize tasks effectively.
• Coordinating activities with other internal departments and/or external organizations.
• Preparing various reports related to operational activities, including performance goals, statistical analysis, and other strategic recommendations.
• Planning and implementing program components.

Relationships

• The ability to interface with all individuals courteously and respectfully, and project positive support for all LOPD departments always.
• Maintaining confidentiality and professionalism.
• Speaking in public.
• Proven experience facilitating meetings, ensuring clear communication, and productive discussions among participants.
• Adept at following up on identified action items, ensuring accountability and timely completion of tasks, and providing support to team members as needed.

Self-Management

• Working alone or with others, with or without explicit directions, and without close supervision
• Organizing and prioritizing multiple work assignments, from more than one source, and with competing deadlines, and producing quality work;

Benefits We Offer:

The Law Offices of the Public Defender offers a competitive benefits package that includes PERA retirement with employer contributions effective your first day, sick and annual leave accruals, 11 paid holidays, paid Bereavement Leave, flexible schedules which includes the option of teleworking and so much more To see all benefits offered by the State of New Mexico, go here.

Our department offers flexible work opportunities, including teleworking (a.k.a. working from home) and work schedules outside the typical 8 am to 5 pm schedule. Applicants selected for a position are encouraged to discuss these options with the hiring manager early in the hiring process to ensure the specifics of any terms and conditions of an approved flexible work arrangement are clearly understood.

Employees who complete their probationary period are eligible for two hours of paid Wellness Leave every week and 12 weeks of Paid Parental Leave.

• A bachelor's degree in a related field and four (4) years of direct related experience in an administrative senior-level or supervisory role.

• Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling eight (8) years may substitute for the required education and experience.

• Demonstrated performance, skills, and knowledge may substitute for any amount of the combination of job-related experience and relevant education.

Must possess and maintain a valid driver's License.

Collective Bargaining: This position is not covered by a collective bargaining agreement.

Default FLSA: Exempt

The Law Offices of the Public Defender is an Equal Opportunity Employer and does not discriminate on the basis on race, color, ancestry, national origin, sex, age, spousal affiliation, sexual orientation, gender identity, veteran status, political affiliation or religion, mental or physical disability, or serious medical condition.

Preference may be given to multilingual applicants fluent in English and other languages.

Please read the below information carefully. This applies to your application submission.

SUPPLEMENTAL QUESTIONS:

For your application to be evaluated, you must answer the Supplemental Questions. Be specific in your answers and tell us how you acquired the relevant experience. Please use complete sentences and proofread your submissions when answering the supplemental questions. Your responses will be considered a writing sample and will be used to determine which candidates possess the skills to successfully perform the job responsibilities for this position.

The State's General Services Department Risk Management Division, Employee Benefits Bureau (EBB), is responsible for the procurement and oversight of employee benefits - including Medical, Pharmacy, Dental, Vision, Short & Long Term Disability, and Life Insurance. The State's Group Benefits Plan also offers COBRA, Flexible Spending Account Programs, and an Employee Assistance Program (EAP).

Erisa Administrative Services, Inc. (Erisa) is the State's Third Party Administrator. They provide benefits administration to all plan participants, and offer knowledgeable staff to answer your questions.