Executive Support Specialist

MSF • Helena, MT

1d • Onsite

About The Position

Montana State Fund (MSF) is seeking an Executive Support Specialist to serve as a trusted partner to the CEO and executive leadership team. This high-impact role provides comprehensive, high-level support that enables executive operations and advances organizational priorities. The specialist serves as a liaison for sensitive communications, coordinates executive initiatives and activities, and supports cross-functional efforts across the organization.

The position coordinates the executive office, supports schedules, department events and critical initiatives, and prepares materials for executive and board meetings and off-sites. It also supports strategic initiatives and special projects from conception through completion, working with project managers and stakeholders to keep milestones and deliverables aligned with the CEO’s needs and organizational objectives.

This is an on-site position in MSF’s Helena, Montana office in a fast-paced general office environment. Occasional travel may occur around organizational events or during employment, though regular travel is not expected. The exempt position has a starting salary range of $57,700–$72,100 per year.

Requirements

• Bachelor’s degree in business administration, management, communications, or a related field.
• At least 3 years of progressive administrative experience, or an equivalent combination of education and experience.
• Ability to thrive and adapt in a fast-paced, dynamic, and evolving organizational environment.
• Ability to anticipate needs, think ahead, and proactively identify solutions.
• Clear, professional, and diplomatic communication skills with leaders, colleagues, board members, and external stakeholders.
• Ability to manage multiple priorities and competing demands while maintaining attention to detail and follow-through.
• Sound judgment, discretion, and professionalism when handling sensitive and confidential matters.
• Ability to coordinate complex projects and bring people together across teams to achieve shared goals.
• Teamwork, customer and growth mindset, empathy, accountability, adaptability, resiliency, and communication skills.
• Ability to work on-site in the Helena, Montana office.
• Ability to sit for extended periods, stand, use visual acuity and manual dexterity, communicate verbally in detail, and perform fine finger manipulation when using computer keyboards.

Responsibilities

• Provide comprehensive executive support to the CEO and senior leadership, anticipating needs and preparing detailed briefings for meetings, presentations, and decisions.
• Facilitate communication and alignment between the CEO, executive team, other departments, and stakeholders.
• Manage the executive’s schedule, email, and requests to focus time on high-impact activities.
• Coordinate the executive office and support administrative staff with schedules, department events, and critical initiatives.
• Prepare materials for executive meetings, board meetings, and off-sites, including agendas and actionable outcomes.
• Handle sensitive information with discretion and confidentiality and serve as a point of contact for internal and external stakeholders.
• Implement and maintain organizational systems that support executive workflows and decision-making.
• Support cross-functional strategic initiatives and special projects from conception through completion.
• Delegate and assign critical work to appropriate departments and partner with project managers to align milestones and deliverables with the CEO’s needs and capacity.
• Lead and influence stakeholders without direct authority to achieve project goals and measurable results.
• Identify roadblocks, solve problems proactively, and keep projects on track and aligned with organizational objectives.
• Develop and implement streamlined processes to improve operational efficiency and effectiveness.
• Ensure critical CEO initiatives are delegated and completed successfully.
• Perform additional duties as assigned.

Benefits

• Comprehensive health insurance, including dental, vision, life, and long-term disability coverage, with optional dependent coverage.
• Flexible spending accounts for dependent care and medical expenses.
• Public employees’ retirement plan with tax-deferred contributions and an employer match.
• Optional 457(b) deferred compensation plan.
• Higher education reimbursement and training and development programs.
• Personal leave, paid holidays, and extended leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level