Executive Assistant

Job Description

Salary:

Administrator: President & CEO

Experience Required: Minimum of three years full-time experience in office management, executive assistance, and/or project coordination

Education Required: Baccalaureate Degree in a related field or a combination of high school diploma and a minimum of 5+ years directly related experience

Overtime Status: Exempt; not eligible for overtime

FTE and Benefits: 1.0 FTE; eligible for full employment benefits

Preferred Start Date: July 1, 2025

MAJOR DUTIES AND RESPONSIBILITIES:

The Executive Assistant of the Montana State University Alumni Foundation (Alumni Foundation) is responsible for providing advanced, diversified, and confidential secretarial and administrative support to the Alumni Foundations President and Chief Executive Officer (CEO) and the Alumni Foundations Leadership Team. Broad experience, competencies and knowledge of organizational policies and practices are required. The Executive Assistant reports directly to the CEO and supervises the Administrative Assistant & Board Liaison (Administrative Assistant).

SPECIFIC DUTIES AND RESPONSIBILITIES:

Provide high-level administrative support to the CEO with wide latitude for exercising discretion and judgment, including, but not limited to, maintaining the CEOs calendar, managing executive communications, and facilitating the CEOs completion of tasks. Serve as chief liaison between the CEO and internal as well as external constituents.

Supervise and support the Administrative Assistant through oversight of day-to-day areas of focus and performance management; provide opportunities for professional and personal development and lead recruitment, training, and retention efforts for the role as needed.

Oversee and lead the Administrative Assistant to provide executive and administrative assistance to the Alumni Foundations Leadership Team, including the Vice President of Development, Vice President of Engagement, Vice President of Advancement Services, Vice President of Finance & Accounting, and Vice President of Strategic Communications.

Manage workflow for the CEO to ensure timely completion of tasks and priorities. Assist in developing administrative goals and priorities for day-to-day operations. Proactively gather materials needed for CEOs daily meetings. Prepare meeting agendas, memos, and correspondence.

Coordinate busy and shifting office calendar for the CEO including scheduling and coordinating meetings and/or conferences and attending meetings for purpose of recording, preparing, and distributing minutes and reports. Arrange for and schedule appointments for the CEO, including interviewing callers to determine purpose of meetings and making proper referrals.

Assist in coordination between the CEO and internal teams. Ensure that individual staff meet on a proscribed schedule with the CEO for purposes of information sharing and evaluation, this includes monthly all staff meetings.

Assist in coordination between the CEO and external constituents including but not limited to the President of Montana State University, other University partners, and donors/friends of the University.

Assist in coordination between the CEO and the Alumni Foundations Board of Governors by working directly with the Administrative Assistant; assist the Executive Assistant to the MSU Innovation Campus as assigned.

Affect and maintain a professional, proactive, positive, highly-collaborative, and performance-centric work environment.

Perform other duties as assigned by the CEO or Leadership Team.

Duties and responsibilities are subject to change.

SPECIAL SKILLS AND QUALIFICATIONS:

Excellent interpersonal skills and the ability to work well with staff, visitors, students, donors, volunteers, and vendors.

Strong written and verbal communications skills.

Exceptional time-management skills, the ability to remain flexible in daily responsibilities, and the ability to manage multiple projects simultaneously.

Exceptional organizational skills and attention to detail.

Demonstrated skills in office management, clerical procedures, and recordkeeping systems.

Extremely proficient in Microsoft Office Suite including word processing, spreadsheets, and email/calendaring.

Demonstrated ability to exercise initiative and good judgment.

Demonstrated ability to maintain confidentiality of records and information.

Demonstrated ability to prioritize and multi-task while remaining helpful, pleasant and courteous.

BENEFITS:

The MSU Alumni Foundation offers a comprehensive benefit package which includes medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage), 403(b) retirement plan with 7% employer contribution, up to 5 weeks paid time-off, 11 paid holidays, tuition assistance and more.

APPLICATION AND RECRUITMENT:

Qualified candidates should submit a cover letter, a resume, and three professional references online. Recruitment will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience.

The MSU Alumni Foundation is an equal employment opportunity employer who believes that diversity, equity and inclusion allow us to better serve our students and communities and are critical to supporting the mission of Montana State University as a land grant institution.

Full-time