What are the responsibilities and job description for the Executive Assistant position at Montana State University Alumni Foundation?
- Administrator: Director of Executive Administration
- Experience: 2 years’ experience in administrative support, office management or related experience
- Education Required: High school diploma and 2 years directly related experience
- Overtime Status: Exempt, not eligible for overtime
- FTE & Benefits: 1.0 FTE, eligible for full employment benefits
- Location: In office in Bozeman, MT
- Preferred Start Date: November 16, 2026
The Executive Assistant (“EA”) of the Montana State University Alumni Foundation (“Alumni Foundation”) is responsible for providing advanced administrative support to the Chief Development & Engagement Officer and the campaign office. The EA helps coordinate executive priorities, development and campaign operations, communications, meetings, and deliverables while promoting a professional, collaborative, and service-focused environment. This role requires a high degree of initiative, anticipation, discretion, organization, independent judgment, and attention to detail. The Executive Assistant reports to the Director of Executive Administration.
Specific Duties And Responsibilities
Executive Support to the Chief Development & Engagement Officer
- Provide high-level executive administrative support to the Chief Development & Engagement Officer (CDEO), including proactive management of the CDEO’s inbox, calendar, priorities, communications, commitments, and deliverables.
- Manage the CDEO’s contacts, appointments, and complex scheduling, balancing competing priorities and evolving needs.
- Coordinate complex and fluid travel for the CDEO, including transportation, lodging, itineraries, briefing materials, and related logistics.
- Coordinate virtual and in-person meeting logistics for the CDEO, including scheduling, agendas, materials, technology support, and follow-up items.
- Serve as a trusted liaison for the CDEO with Alumni Foundation colleagues, Montana State University partners, donors, volunteers, and other external constituents, facilitating timely communication, drafting correspondence, and coordinating follow-up.
- Support portfolio coordination and donor engagement activity for the CDEO, including briefing materials, activity tracking and follow-up actions.
- Maintain complete confidentiality and exercise discretion in handling donor, campaign, personnel, financial and executive information.
- Provide general administrative support for the campaign office.
- Coordinate campaign office meetings, including scheduling, agendas, pre-reads, presentations, materials, technology support, records, decision and action-item tracking, and follow-up.
- Coordinate campaign-related timelines, documents, communications, and cross-functional administrative workflows.
- Maintain campaign office records and shared resources so decisions, action items, materials, and current information are organized, accessible, and carried forward.
- Provide administrative support to campaign office leaders for shared campaign priorities and activities; individual inbox management remains outside the scope of this role.
- Process invoices, credit card expenses, reimbursements, and other financial transactions on behalf of the CDEO accurately and in a timely manner.
- Maintain organized and compliant document management within SharePoint and other approved systems in accordance with data governance and document retention policies.
- Use Microsoft 365, collaboration platforms, database systems, workflow tools, and approved AI-enabled tools to improve documentation, communications, and administrative efficiency.
- Manage discrete projects and time-limited initiatives as assigned, coordinating stakeholders, timelines, materials, and deliverables through completion.
- Provide proactive reminders, prompts, and administrative support that remove barriers to leadership, development, and campaign obligations and deadlines.
- Affect and maintain a professional, proactive, positive, highly collaborative, and performance-centric work environment.
- Identify opportunities to streamline administrative processes, strengthen handoffs, and improve team efficiency.
Special Skills & Qualifications
- Complete respect for confidentiality.
- Advanced proficiency in Microsoft Office, including Excel, Outlook, Word, and PowerPoint.
- Ability to draft, edit, and refine professional communications on behalf of senior leaders.
- Experience using collaboration and workflow tools such as SharePoint, Teams, and digital document management systems.
- Comfort using and learning emerging technologies and AI-enabled tools to improve administrative efficiency.
- Ability to manage organizational information systems, document governance, and shared digital workspaces.
- Ability to build strong working relationships with senior leaders, board members, and internal and external stakeholders.
- Professional presence and diplomacy when interacting with high-level constituents.
- Experience supporting organizational planning cycles, reporting processes, and leadership operations.
- Strong project coordination skills with the ability to track timelines, manage multiple stakeholders, and ensure completion of complex administrative or operational initiatives.
- Ability to create and improve administrative systems, processes, and workflows that support organizational efficiency.
- Ability to anticipate executive needs, assess competing priorities, and exercise sound judgment in managing schedules, communications, and commitments.
- Demonstrated ability to operate with discretion and independent decision-making in a fast-paced executive environment.
- A sense of humor and curiosity to learn and seek to understand.
The MSU Alumni Foundation offers a comprehensive benefit package which includes medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage), 403(b) retirement plan with 7% employer contribution after 1-yr anniversary, up to 5 weeks’ paid time-off, 11 paid holidays, tuition assistance and more.
Applications And Recruitment
Qualified candidates should submit a cover letter, a resume, and three professional references online. Recruitment will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience.
The MSU Alumni Foundation is an equal employment opportunity employer who believes that diversity, equity and inclusion allow us to better serve our students and communities and are critical to supporting the mission of Montana State University as a land-grant institution.