Executive Assistant

MSU Alumni Foundation • Bozeman, MT

16d • 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 role coordinates executive priorities, development and campaign operations, communications, meetings, and deliverables while fostering a professional, collaborative, and service-focused environment. It requires initiative, anticipation, discretion, organization, independent judgment, and attention to detail. The Executive Assistant reports to the Director of Executive Administration.

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

Additional work includes processing financial transactions for the CDEO, maintaining compliant records and document management, using Microsoft 365 and other approved digital and AI-enabled tools, managing assigned projects, supporting deadlines, and identifying opportunities to improve administrative processes. Duties and responsibilities may be amended at any time.

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 completing complex administrative or operational initiatives.
• Ability to create and improve administrative systems, processes, and workflows.
• Ability to anticipate executive needs, assess competing priorities, and exercise sound judgment in managing schedules, communications, and commitments.
• Demonstrated discretion and independent decision-making in a fast-paced executive environment.

Nice To Haves

• Comfort using and learning emerging technologies and AI-enabled tools to improve administrative efficiency.
• A sense of humor and curiosity to learn and seek to understand.

Responsibilities

• Provide proactive executive administrative support to the CDEO, managing the executive’s inbox, calendar, priorities, communications, commitments, contacts, appointments, and deliverables.
• Coordinate complex CDEO 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 Foundation colleagues, university partners, donors, volunteers, and other external constituents; draft correspondence and coordinate follow-up.
• Support CDEO portfolio coordination and donor engagement through briefing materials, activity tracking, and follow-up actions.
• Maintain confidentiality and exercise discretion with donor, campaign, personnel, financial, and executive information.
• Provide general administrative support to the campaign office and coordinate meetings, agendas, pre-reads, presentations, materials, technology, records, decisions, action items, and follow-up.
• Coordinate campaign-related timelines, documents, communications, and cross-functional administrative workflows.
• Maintain organized and accessible campaign office records and shared resources.
• Provide administrative support to campaign office leaders for shared priorities and activities; individual inbox management is excluded.
• Process invoices, credit card expenses, reimbursements, and other CDEO financial transactions accurately and promptly.
• Maintain organized, compliant document management in SharePoint and other approved systems in accordance with governance and retention policies.
• Use Microsoft 365, collaboration platforms, database systems, workflow tools, and approved AI-enabled tools to improve administrative efficiency.
• Manage assigned discrete projects and time-limited initiatives, coordinating stakeholders, timelines, materials, and deliverables through completion.
• Provide reminders and administrative support to help meet leadership, development, and campaign obligations and deadlines.
• Maintain a professional, proactive, positive, collaborative, and performance-centric work environment.
• Identify opportunities to streamline processes, strengthen handoffs, and improve team efficiency.

Benefits

• Medical insurance, 90–100% employer-paid for employee-only coverage.
• Dental insurance, 90–100% employer-paid for employee-only coverage.
• Vision insurance, 90–100% employer-paid for employee-only coverage.
• 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.
• Comprehensive employment benefits.

What This Job Offers

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