Executive Program Officer

State of Montana•Helena, MT

4d•Hybrid

About The Position

The Housing MT Division strengthens our vibrant communities by supporting access to safe, affordable and sustainable homes for Montanans whose housing needs are not met by the market. Housing MT assists with buying a home, down payment assistance, mortgage servicing, Reverse Annuity Mortgages, rental housing assistance and multifamily rental development. This position supports both the broader Housing MT Division as well as the administratively-attached Montana Board of Housing. The Housing MT Division Executive Program Officer directly supports the Montana Board of Housing’s Executive Director / Housing MT Division Administrator on a variety of tasks, including but not limited to: Preparing documents for Executive Director’s signature, ensuring notary blocks are complete and executed documents are routed to appropriate parties via email, FedEx and other delivery methods. Coordinating Outlook calendar and meeting schedule. Completing all travel arrangements, including flights, hotel accommodations, preparing travel itineraries, and timely submitting all travel-related expenses to the Commerce Director’s Office. Assisting with Outlook email management, including monitoring email inbox while Executive Director is traveling and/or on vacation, overall organization and archiving for record retention purposes. The Executive Program Officer also directly supports the Montana Board of Housing Board of Directors, a seven-member Board appointed by the Governor and confirmed by the State Senate. Duties include but are not limited to: Lead on all hotel logistics for in-person Board meetings, including hotel room and conference space contracts and hotel banquet orders or other catering arrangements. Lead on all Board member correspondence including hotel reservations, per diem payment processing and reimbursement of Board member expenses. Compile Board meeting packets in Adobe Pro, posting Board meeting materials to website, distributing materials to Board members and partners and otherwise ensure State of Montana open meeting law requirements for public meetings are met. Lead on other logistics, including running hybrid meetings using Microsoft Teams and Zoom and coordinating audio visual with the Division Operations Manager and Director’s Office Communications Team. Prepare all Board meeting minutes, written and audio, for Board approval and posting to website. Finally, the Executive Program Officer supports the broader Housing MT Senior Leadership team, including but not limited to: Division lead for DocuSign routing for electronic signatures. Division lead for GovDelivery notices, including receipt of draft contact from Program Managers and Supervisors and coordinating Division leadership and Commerce Director’s Office Communication team approvals. Supporting the Executive/Operations team with other conference and event planning, including the biennial Montana Housing Partnership Conference. Assisting Division Program Managers and Supervisors to schedule larger stakeholder meetings necessitating use of SurveyMonkey or similar tools. Supporting other special projects, including conducting research on existing or emergency topics, as directed by the Executive Director. Serves as Housing MT Division liaison to the Commerce Marcomms team, including as subject matter expert for the division on Section 508 accessibility requirements, Commerce brand adherence and AP Style guidelines.

Requirements

A High School diploma or General Educational Development (GED) certification.
Applicable business/technical writing experience, including taking detailed meeting minutes and drafting formal business letters and emails for professional audiences and the general public.
Microsoft Office suite including Work, Excel, Outlook, Teams, Microsoft Forms and PowerPoint
Adobe Acrobat and Adobe Pro
Maintain high level of professionalism with internal and external customers
Manage schedules with frequently changing deadlines and meeting requests
Maintain high level of confidentiality and trust, given access to sensitive information
Work collaboratively with all Housing MT Division business units and the Commerce Director’s Office
Take initiative and be responsive to evolving business needs
Stay calm and work effectively in a fast-paced environment with frequently changing priorities.

Nice To Haves

Prior experience working with appointed Board members
Experience in fields of marketing/communications
Paralegal or contracting experience
Familiarity with meeting scheduling tools, website systems and ServiceNow

Responsibilities

Preparing documents for Executive Director’s signature, ensuring notary blocks are complete and executed documents are routed to appropriate parties via email, FedEx and other delivery methods.
Coordinating Outlook calendar and meeting schedule.
Completing all travel arrangements, including flights, hotel accommodations, preparing travel itineraries, and timely submitting all travel-related expenses to the Commerce Director’s Office.
Assisting with Outlook email management, including monitoring email inbox while Executive Director is traveling and/or on vacation, overall organization and archiving for record retention purposes.
Lead on all hotel logistics for in-person Board meetings, including hotel room and conference space contracts and hotel banquet orders or other catering arrangements.
Lead on all Board member correspondence including hotel reservations, per diem payment processing and reimbursement of Board member expenses.
Compile Board meeting packets in Adobe Pro, posting Board meeting materials to website, distributing materials to Board members and partners and otherwise ensure State of Montana open meeting law requirements for public meetings are met.
Lead on other logistics, including running hybrid meetings using Microsoft Teams and Zoom and coordinating audio visual with the Division Operations Manager and Director’s Office Communications Team.
Prepare all Board meeting minutes, written and audio, for Board approval and posting to website.
Division lead for DocuSign routing for electronic signatures.
Division lead for GovDelivery notices, including receipt of draft contact from Program Managers and Supervisors and coordinating Division leadership and Commerce Director’s Office Communication team approvals.
Supporting the Executive/Operations team with other conference and event planning, including the biennial Montana Housing Partnership Conference.
Assisting Division Program Managers and Supervisors to schedule larger stakeholder meetings necessitating use of SurveyMonkey or similar tools.
Supporting other special projects, including conducting research on existing or emergency topics, as directed by the Executive Director.
Serves as Housing MT Division liaison to the Commerce Marcomms team, including as subject matter expert for the division on Section 508 accessibility requirements, Commerce brand adherence and AP Style guidelines.