Title:Executive Assistant and Board Liaison

Division: Philanthropy

Reports To: Chief Executive Officer

Supervises: None

Location: Bozeman, MT

FLSA Status: Exempt

Group: Core

Hours: Full time averaging 40 hours per week. 

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job descriptions may change to meet the business needs of the organization.

JOB PURPOSE: 

The Executive Assistant and Board Liaison works side by side with the CEO to provide support to maximize strategic use of their time and advancement of American Prairie’s mission. The role fosters an effective collaboration between the CEO, the board of directors, board committees, and staff. This position is responsible for a wide range of support and administrative functions, project and information management, travel arrangements, and coordination of other initiatives to ensure efficient operations. 

This role works primarily with the CEO and provides additional support to the Executive team as needed. 

JOB DUTIES:

50% Board Liaison

• Serve as the primary liaison between staff and the Board of Directors, and a partner to the Board Chair, Board Secretary, and CEO in board management.

• Drive development and maintenance of positive relationships, effective communications and frequent engagement between staff leadership and directors.

• Manage annual calendar of board meetings, committee meetings and optional, topic-specific virtual calls.

• Manage Board meeting logistics including material compilation and distribution.

• Attend and produce minutes for all Board of Directors meetings in coordination with the Secretary of the

Board.

• Support committee chairs and staff leads with meeting agendas, note taking and ongoing projects.

• Lead assembly of quarterly board reports including coordination with staff stakeholders, proofreading,

and document preparation and delivery.

• Maintain internal records and assure compliance with Board of Directors by-laws; support orientation for new Directors; serve as “go to” person for Director correspondence. 

• Craft and distribute frequent communications with Directors and Emeritus Directors that keep them inspired and up-to-date on progress toward mission.

50% Executive Support and Management:

• Complete a broad variety of administrative tasks that facilitates the CEO’s ability to effectively lead the

organization, including assisting with special projects, maintaining general knowledge of all activities and

projects the CEO is involved in, and coordinating with staff on projects / priorities of the CEO.

• Serve as fundraising partner for CEO, in coordination with Philanthropy Team, by managing donor

portfolio and moves management process, and updating contacts in Salesforce.

• Collaborate closely with the philanthropy team attending campaign committee meetings and coordinating on volunteer outreach and management.within the structure of the fundraising campaign. . 

• Plan, coordinate, and ensure the calendar for the CEO is managed effectively. 

• Work closely with the CEO to keep them well-informed of upcoming commitments and responsibilities,

following up appropriately.

• Arrange and schedule travel logistics for the CEO, and other staff, as needed. 

• Prepare monthly expense reports. 

• Conduct research and information gathering on behalf of the executive and prepare summaries and reports. 

• Coordinate, create, edit, and distribute both internal and external correspondence on behalf of the CEO.

• Administer activity for executive social media accounts.

• Develop positive and strategic relationships at all levels of the organization.

QUALIFICATIONS: 

Required: 

• Enthusiasm for and positive representation of American Prairie’s mission, values, goals, and culture.

• A minimum of 10 years of experience in the same or similar position. 

• Ability to work autonomously and take initiative. 

• High degree of energy, self-motivation, and flexibility.

• Ability to multitask, meet tight deadlines, work well under pressure, handle multiple simultaneous responsibilities.

• Discrete and able to handle confidential information. 

• Ability to exercise good judgment in a variety of situations. 

• Exceptional time-management, planning, and administrative skills.

• Advanced written and spoken communication and administrative skills; excellent interpersonal skills.

• Demonstrate a high level of diplomacy, sound judgment, and discretion when dealing with donors, volunteers, and community professionals.

• Attention to detail and exceptional organizational skills. 

• Excellent computer skills and proficient in G Suite, Keynote, and Adobe Creative Suite (Photoshop, InDesign) and other related software.

• Able to work a variable schedule, including weekends, evenings as the job deliverables demand.

• Ability to travel to special events, site visits and staff off-sites as needed.

• Valid driver’s license, acceptable driving record, and ability to drive including in the field.

Preferred: 

• Experience working with a non-profit organization. 

• Experience with Salesforce.

• Bachelor's degree.