Senior Executive Assistant

KOA•Billings, MT

7d•Onsite

About The Position

Kampgrounds of America, Inc. is seeking an exceptional Senior Executive Assistant to serve as a trusted working partner to the President and CEO. This individual will manage the Office of the CEO, extend the CEO’s capacity, and help ensure that time, attention, communications, and resources remain focused on the company’s highest priorities. This role combines high-level executive support with hands-on project work. In addition to managing a complex calendar, travel, meetings, events, communications, budgets, and administrative responsibilities, this person will work directly with the CEO to conduct research, develop strategic ideas, draft communications and talking points, build presentations, organize information, solve problems, and advance important projects from concept through completion. The successful candidate will not simply coordinate work for others. They will be expected to dig into assignments, create high-quality deliverables, anticipate needs, and help advance priorities. The ideal candidate is exceptionally organized, a strong writer, motivated to learn, proactive, resourceful, technologically fluent, and capable of representing the Office of the CEO with confidence and sound judgment. The role supports a broad portfolio of work, including KOA business priorities, strategic foresight, board responsibilities, civic and industry leadership, external engagements, social and traditional media, employee and franchise communications, and coordination of the CEO’s professional and personal commitments. It also offers a unique opportunity for a high-potential professional to learn how a complex organization is led, develop broad business and leadership capabilities, and prepare for expanded responsibilities over time. As a visible representative of the CEO and KOA’s leadership, this individual will model the company’s values, foster a positive and collaborative culture, and demonstrate KOA’s commitment to service-minded hospitality in interactions with employees, franchisees, board members, community leaders, and external partners. This position is located in Billings, Montana, and includes approximately 50% travel. Must be responsive and available to support the CEO's schedule, with the flexibility to work outside standard business hours when needed.

Requirements

Demonstrated experience supporting a senior executive or leading complex work involving executive communications, research, project execution, meeting and event management, budget management, and administrative coordination.
Candidates may bring significant executive support experience or be earlier in their careers with several years of strong professional experience, exceptional learning agility, and a demonstrated ability to take ownership, solve problems, and produce high-quality work.
This role may be especially well-suited to a motivated, high-potential professional who wants to deepen their understanding of business, leadership, governance, strategy, and organizational decision-making by working closely with an experienced executive.
Interest in growing capabilities over time and using the experience gained in the Office of the CEO to take on broader responsibilities within KOA.
Demonstrated ability to personally produce high-quality written, research, presentation, social media, and project work, not solely coordinate the work of others.
Exceptional written and verbal communication skills, including the ability to draft talking points, speeches, executive communications, and presentations for different audiences.
Strong organizational skills and the ability to manage a high volume of work, competing priorities, detailed logistics, and firm deadlines.
Proven ability to anticipate needs, work independently, solve problems, and exercise sound judgment with limited direction.
Strong executive presence and the ability to interact credibly with senior leaders, board members, franchisees, employees, community leaders, and external partners.
Excellent discretion and integrity in handling confidential business, governance, external, and personal information.
Experience managing budgets, invoices, vendors, contracts, and spending across projects, events, travel, or executive office operations.
Advanced proficiency with Microsoft 365, presentation software, collaboration tools, project-management platforms, and social media.
Strong technology fluency and genuine interest in learning and using AI tools to improve work output and efficiency.
Bachelor’s degree or an equivalent combination of education and relevant experience.
Valid driver’s license and ability to travel and occasionally work outside standard business hours.

Nice To Haves

Experience supporting an executive with corporate, board, civic, industry, social media, and personal responsibilities.
Experience preparing board materials, speeches, annual reports, executive presentations, talking points, and strategic communications.
Experience with meeting facilitation, strategic planning, foresight, research, hospitality, franchising, travel, or outdoor recreation.
Experience establishing or improving the systems and workflows of an executive office.

Responsibilities

Manage the day-to-day operations of the Office of the CEO, including a complex calendar, travel, correspondence, expenses, invoices, records, budgets, and administrative workflows.
Prioritize meetings, requests, invitations, and incoming communications and determine the appropriate response, referral, escalation, or follow-up.
Protect the CEO’s time while ensuring strong responsiveness to internal and external stakeholders.
Maintain systems for tracking commitments, deadlines, decisions, action items, and budget items.
Draft and send routine communications on behalf of the CEO while maintaining consistency with the CEO’s voice and priorities.
Manage CEO budgets by tracking expenses, reviewing invoices, coding costs, monitoring spending against plan, and identifying potential variances or issues.
Lead the end-to-end planning and execution of KOA Board meetings, senior executive team meetings and retreats, strategy sessions, franchisee incentive trips, and other CEO-sponsored gatherings.
Coordinate venues, travel, accommodations, meals, activities, technology, materials, guest needs, vendors, contracts, budgets, participant communications, and on-site execution.
Develop and manage budgets for CEO-sponsored events, balancing experience, quality, and cost.
Prepare agendas, itineraries, project plans, run-of-show documents, board books, pre-reads, and briefing materials.
Anticipate needs, troubleshoot issues, document decisions and action items, and ensure consistent follow-through.
Coordinate domestic and international travel, including contingency planning and appropriate family logistics when work and personal travel overlap.
Work directly with the CEO to develop ideas and produce memos, speeches, letters, board materials, employee and franchisee communications, executive briefs, talking points, and presentation scripts.
Build and refine PowerPoint presentations and supporting materials that clearly communicate the CEO’s ideas to employees, franchisees, boards, industry groups, community organizations, and external audiences.
Conduct research, analyze and synthesize information, and translate complex topics into concise, persuasive talking points and polished work products.
Prepare the CEO for presentations and speaking engagements through audience research, message development, slide creation, rehearsal support, and briefing materials.
Maintain an executive communications and content calendar covering internal communications, speeches, board messages, interviews, presentations, external engagements, and social media.
Partner with KOA’s communications team to develop, edit, schedule, and publish content for the CEO.
Engage appropriately on social media in partnership with or on behalf of the CEO, including drafting posts, monitoring relevant conversations, identifying engagement opportunities, and coordinating responses.
Ensure that all communications reflect the CEO’s voice, KOA’s brand, and appropriate standards for accuracy, judgment, confidentiality, and professionalism.
Support KOA Horizon, the company’s strategic foresight initiative, by maintaining a structured library of emerging signals, sources, themes, implications, and connections to KOA’s priorities.
Conduct research on trends affecting camping, outdoor hospitality, travel, outdoor recreation, technology, AI, consumer behavior, affordability, and related topics.
Help identify patterns and implications across signals and convert research and team input into concise summaries, presentations, and actionable insights.
Support foresight meetings and workshops through preparation, documentation, synthesis, facilitation support, and follow-up.
Take ownership of other CEO-sponsored projects by defining next steps, gathering information, coordinating contributors, preparing work products, managing budgets where applicable, and tracking deadlines and deliverables.
Learn new subject areas quickly and develop enough understanding to contribute meaningfully to discussions and project outcomes.
Attend selected meetings with or on behalf of the CEO, capture key developments and decisions, and provide concise summaries and recommended next steps.
Facilitate internal meetings in the CEO’s absence when appropriate.
Represent the CEO’s interests and priorities with professionalism, judgment, and discretion.
Track commitments, decisions, and action items arising from meetings and ensure timely follow-through.
Support the CEO’s responsibilities as a board member, board chair, civic leader, and participant in community and industry organizations.
Coordinate calendars, meetings, events, travel, communications, deadlines, materials, budgets, and follow-up associated with these roles.
Prepare agendas, presentations, talking points, correspondence, briefing materials, background research, and meeting summaries.
Track commitments, decisions, action items, and deliverables and ensure timely follow-through.
Coordinate with board members, organizational leaders, community partners, industry colleagues, event organizers, and their support teams.
Help evaluate speaking invitations, board requests, community engagements, and other external opportunities based on strategic relevance and the CEO’s priorities.
Attend selected meetings or events with or on behalf of the CEO and provide concise summaries and recommended next steps.
Maintain an integrated view of the CEO’s business, board, civic, industry, family, and personal commitments to identify conflicts and periods of schedule pressure early.
Remain attentive to important family commitments when coordinating meetings, travel, and external responsibilities.
Coordinate appropriate personal appointments, reservations, travel, and family logistics as requested or when they affect the CEO’s professional schedule or availability.
Recommend practical schedule adjustments that help the CEO manage a demanding portfolio of responsibilities effectively and sustainably.
Handle personal and family information with discretion, sound judgment, and appropriate boundaries.
Use technology and AI tools to improve research, writing, scheduling, meeting preparation, documentation, presentations, social media, and workflow efficiency.
Demonstrate enthusiasm for learning and applying new AI tools that improve the quality, speed, and consistency of work.
Create and maintain effective templates, project plans, knowledge repositories, and operating systems for the Office of the CEO.
Identify opportunities to automate or streamline recurring processes, improve information flow, and reduce administrative friction.
Recommend practical new tools and processes while exercising appropriate judgment regarding confidentiality, security, source verification, accuracy, and responsible AI use.