Executive Assistant/Business Administrator

Title: Senior Executive Assistant/Business Administrator

Duration: FTE – Direct Hire

Location: Great Falls, MT

Job Description

Seeking candidates local to the Great Fall, MT area only! Also, please include answers to the qualifying question in the comment section of your submittals.

Purpose of Position

This dynamic role demands a high-performing go-getter with a “get it done” attitude and requires an administrative professional with a strong background in executive support in a corporate environment and at times will act as a project/assignment leader.  The Senior Executive Assistant/Business Administrator will report to the President and the Director of Human Resources and is responsible for providing comprehensive leadership, planning, follow up and administrative support in various areas.  This role plays a vital part in ensuring smooth business operations, efficient management of administrative tasks, and effective communication within the organization. The ideal candidate will anticipate needs, think critically, and offer solutions to problems with a high level of discretion, professionalism, and confidentiality.  The individual in this position will need to possess strong organizational skills, attention to detail, and the ability to multitask effectively.

Primary Duties and Responsibilities

• Executive Leadership, Planning and Project Support
  

• Coordinate communication between the president and external stakeholders and internal leaders, ensuring timely responses and follow-ups
  
• Attends meetings as scheduled/directed for note taking and responsible for follow up needed post meeting
  
• Acts as a project manager of deliverables as assigned
  
• Understand the organizations goals and priorities to align tasks accordingly
  
• Prepare regular reports for the president on project status, key milestones, and performance metrics
  
• Liaise with internal and external executives on various projects and tasks
  
• Prepare materials for meetings, including agendas, presentations, and reports
  
• Assist in managing the president’s calendar, schedule appointments, and coordinate meetings
  
• Prepare reports, presentations, and other documents as needed
  
• Handle correspondence, emails, and phone calls on behalf of the president as requested (up to you if you would like this role to work in your email)
  
• Prioritize trust, integrity, and ethical conduct.
  
• Uphold the integrity and reputation of the president and the organization.
  

• Travel/Expense Report Approvals:
  

• Coordinate and arrange travel itineraries for specific employees, including flights, accommodations, ground transportation, and other travel-related services
  
• Ensure compliance with the company's travel policies and procedures
  
• Monitor travel expenses and seek cost-effective options whenever possible
  
• Maintain accurate travel records and provide necessary documentation for reimbursement
  
• Review and validate expense reports submitted by employees for accuracy, policy compliance, and appropriate supporting documentation
  
• Approve or reject expense reports based on established guidelines
  
• Collaborate with employees to resolve any discrepancies or issues related to expense reports
  
• Communicate reimbursement processes and policies to employees
  

• Scheduling:
  

• Manage and maintain executives' and teams' calendars by scheduling meetings, appointments, and conferences
  
• Coordinate with internal and external stakeholders to schedule and confirm appointments
  
• Perform duties to support meetings including coordinating conference room, ordering and setting up catering, and cleaning up after meetings
  
• Handle rescheduling and cancellations as necessary, ensuring minimal disruption to business operations
  
• Anticipate and proactively resolve scheduling conflicts or overlapping commitments
  
• Organize and coordinate special onsite and offsite events for the Company
  

• File & Contract Maintenance:
  

• Assist with the filing and organization of contracts and legal documents
  
• Assist with organizing document management systems, filing, and record-keeping activities; manage offsite storage of records
  
• Ensure contracts are accurately filed, updated, and easily accessible
  
• Collaborate with relevant departments to gather necessary documentation for contract filing
  
• Maintain confidentiality and security of sensitive contract information
  
• Ensure appropriate disposal of confidential information
  
• Responsible for maintaining all current and past contracts and COIs as required
  

• Internal Publications:
  

• Update Staff Directory and distribute/post for all employees.
  

Requirements

Qualification Requirements

• Bachelor's degree in business administration, management, communications, or a related field (or equivalent work experience)
  
• Minimum 5 years’ experience in an administrative role directly reporting to a senior executive or team
  
• Familiarity with the energy sector is a plus.
  
• Experience handling a wide range of Human Resources, administrative and office support related tasks preferred.
  
• Highly Proficient in Microsoft Office
  
• Familiarity with travel management systems and expense reporting tools is desirable.
  
• Experience planning and coordinating meetings, projects, and special events
  
• Strong project and time management skills; ability to effectively prioritize workflow and stay on top of constantly changing priorities to drive projects to completion and to meet deadlines
  
• Excellent attention to detail and accuracy in handling documentation and records
  
• Ability to maintain confidentiality and handle sensitive information appropriately
  
• Effective communication skills, both verbal and written, to interact with individuals at all levels of the organization.
  
• Ability to work well independently and as part of a team; must have hands-on attitude for working in a small company environment
  
• Ability to adapt to changes in job responsibilities and/or work schedule
  
• Must enjoy the administrative challenges of supporting an office of diverse people
  
• Physical Demands/Work Environment
  
• This position will be based at BHE Montana office in Great Falls, MT with limited travel to the corporate office in Palm Beach Gardens, FL
  
• This position is primarily office-environment based with substantial sitting and limited standing or walking required.
  
• Prolonged periods sitting at a desk and working on a computer by viewing computer monitors and typing.
  
• Occasional lifting, carrying and/or moving items up to 25 pounds at times.
  
• The noise level in the work environment is usually moderate
  
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.