ADMINISTRATIVE ASSISTANT

KOA•Billings, MT

18d•Onsite

About The Position

The Administrative Assistant partners closely with the SVP of Marketing and SVP of Human Resources to keep priorities moving, calendars running smoothly, and leaders prepared. This role blends executive support, light project coordination, and HR administrative processing with a high degree of discretion, attention to detail, responsiveness, and proactive follow-through.

Requirements

Five or more years’ experience supporting senior Executives and managing communication between multiple levels and facets of an organization.
A minimum of one-year Human Resources experience.
Ability to handle confidential information with discretion.
Strong interpersonal skills.
Comfortable prioritizing conflicting needs and able to handle matters expeditiously and proactively.
Self-starter, solution-minded and able to complete a high volume of tasks with little or no guidance.
Fluent English written and oral communication skills.
Attention to detail, accuracy and proficiency in spelling, grammar, and punctuation.
Able to take in a large amount of information and summarize it quickly both in writing and orally.
Response across multiple channels of communication and able to react with appropriate levels of urgency to situations that require quick response or turnaround.
Proficient in Microsoft Office, Adobe Acrobat, Google Docs, and social media platforms.
Professional and trustworthy and exercises good judgement.
Valid Driver’s License.

Nice To Haves

Bachelor’s degree in Human Resource, Business or related field.
Experience working in an HRIS platform, preferably Dayforce

Responsibilities

Keeps two senior executives organized and effective by managing administrative workflows, day-to-day support, tracking action items, and anticipating needs.
Schedules and prioritizes meetings, prepares agendas/materials, captures notes and action items, coordinates and orders lunch, ensures leaders are ready and informed.
Manages email, mail and phone messages including filing and prioritizing messages and sending communication on their behalf. Determines appropriate course of action, referral, or response.
Help to prepare industry or company presentations through conducting research, drafting talking points, and creating or refining PowerPoint slides.
Coordinates travel logistics and maintains clear, accessible itineraries, communicates changes quickly and accurately.
Prepares expense reports, codes invoices, and tracks spending against budget line items, supports basic reporting.
Assists with team meetings and occasional larger events/retreat (logistics, vendors, catering, materials) and provides coverage support as needed.
Supports hiring and onboarding administration including background checks, I-9, new hire paperwork, benefits tasks, ordering campground compliance posters, address changes, undeliverable employee mail, data entry into the employee rewards platform, recurring HR reports, building tours, and interview scheduling—handling sensitive information with strict confidentiality.
Conducts 45 day check ins with all new corporate office staff
Maintains basic marketing reporting, supports partner program administration, and assists with sourcing/coordinating vendors/agencies as requested.
Supports key strategic initiatives being driven by the executive team. Will serve as an active member of project teams and assist with organization of communications and information and tracking of milestones and key metrics. May be required to attend meetings as a project member or on behalf of supervisors and take notes and outline next steps.
Maintaining office supplies and merchandise; responsible for organization, tracking, and upkeep KOA corporate front desk coverage
Complete verifications of employment
May assist with workers’ compensation claims, recruitment, and benefits as needed.