Executive Assistant

MSU Alumni Foundation • Bozeman, MT

18d • Onsite

About The Position

The Executive Assistant (EA) of the Montana State University Alumni Foundation provides advanced administrative support to the Chief Development & Engagement Officer (CDEO) and the campaign office. The EA coordinates executive priorities, development and campaign operations, communications, meetings, and deliverables, helping foster a professional, collaborative, service-focused environment. The role calls for initiative, anticipation, discretion, organization, independent judgment, and attention to detail. The Executive Assistant reports to the Director of Executive Administration.

The EA manages the CDEO’s inbox, calendar, contacts, appointments, priorities, communications, commitments, and deliverables; coordinates complex travel and meeting logistics; serves as a liaison with colleagues, university partners, donors, volunteers, and other external constituents; and supports portfolio coordination and donor engagement. The EA also provides general administrative support to the campaign office, coordinating meetings, timelines, records, shared resources, and cross-functional workflows. Individual campaign office leaders’ inbox management is outside the role’s scope.

Additional responsibilities include processing financial transactions for the CDEO, maintaining compliant document management in SharePoint and other approved systems, using Microsoft 365 and related tools, and managing assigned projects and time-limited initiatives. The EA is expected to identify ways to improve administrative processes and support a professional, proactive, collaborative, performance-centric work environment. Duties and responsibilities may be amended at any time.

This is an in-office position in Bozeman, Montana. The preferred start date is November 16, 2026. The role is listed as 1.0 FTE and exempt from overtime.

Requirements

• High school diploma and at least 2 years of directly related experience.
• At least 2 years of experience in administrative support, office management, or related work.
• Complete respect for confidentiality.
• Advanced proficiency in Microsoft Office, including Excel, Outlook, Word, and PowerPoint.
• Ability to draft, edit, and refine professional communications on behalf of senior leaders.
• Experience using collaboration and workflow tools such as SharePoint, Teams, and digital document management systems.
• Ability to manage organizational information systems, document governance, and shared digital workspaces.
• Ability to build strong working relationships with senior leaders, board members, and internal and external stakeholders.
• Professional presence and diplomacy when interacting with high-level constituents.
• Experience supporting organizational planning cycles, reporting processes, and leadership operations.
• Strong project coordination skills, including tracking timelines, managing multiple stakeholders, and ensuring complex administrative or operational initiatives are completed.
• Ability to create and improve administrative systems, processes, and workflows that support organizational efficiency.
• Ability to anticipate executive needs, assess competing priorities, and exercise sound judgment in managing schedules, communications, and commitments.
• Demonstrated ability to operate with discretion and independent decision-making in a fast-paced executive environment.
• A sense of humor and curiosity to learn and seek to understand.

Nice To Haves

• Comfort using and learning emerging technologies and AI-enabled tools to improve administrative efficiency.

Responsibilities

• Provide high-level administrative support to the CDEO, including proactive management of the inbox, calendar, priorities, communications, commitments, and deliverables.
• Manage the CDEO’s contacts, appointments, and complex scheduling while balancing competing priorities and changing needs.
• Coordinate the CDEO’s travel, including transportation, lodging, itineraries, briefing materials, and related logistics.
• Coordinate virtual and in-person meetings, including scheduling, agendas, materials, technology support, and follow-up.
• Serve as a liaison for the CDEO with Alumni Foundation colleagues, Montana State University partners, donors, volunteers, and other external constituents; facilitate communication, draft correspondence, and coordinate follow-up.
• Support the CDEO’s portfolio coordination and donor engagement, including briefing materials, activity tracking, and follow-up actions.
• Handle donor, campaign, personnel, financial, and executive information confidentially and with discretion.
• Provide general administrative support for the campaign office.
• Coordinate campaign office meetings, including scheduling, agendas, pre-reads, presentations, materials, technology support, records, decision and action-item tracking, and follow-up.
• Coordinate campaign timelines, documents, communications, and cross-functional administrative workflows.
• Maintain organized campaign office records and shared resources so decisions, action items, materials, and current information are accessible and carried forward.
• Provide administrative support to campaign office leaders for shared campaign priorities and activities; individual inbox management is outside the scope of the role.
• Process invoices, credit card expenses, reimbursements, and other financial transactions for the CDEO accurately and promptly.
• Maintain organized and compliant document management in SharePoint and other approved systems, following data governance and document retention policies.
• Use Microsoft 365, collaboration platforms, database systems, workflow tools, and approved AI-enabled tools to improve documentation, communications, and administrative efficiency.
• Manage assigned discrete projects and time-limited initiatives, coordinating stakeholders, timelines, materials, and deliverables through completion.
• Provide proactive reminders, prompts, and administrative support to help leaders meet development, campaign, and other obligations and deadlines.
• Help maintain a professional, proactive, positive, collaborative, and performance-centric work environment.
• Identify opportunities to streamline administrative processes, strengthen handoffs, and improve team efficiency.

Benefits

• Medical, dental, and vision insurance, with 90–100% of employee-only coverage paid by the employer.
• 403(b) retirement plan with a 7% employer contribution after the one-year anniversary.
• Up to five weeks of paid time off.
• 11 paid holidays.
• Tuition assistance.
• Additional benefits as part of a comprehensive benefit package.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED