Executive Administrative Assistant

About Wildfire Defense Systems, Inc.

Wildfire Defense Systems, Inc. (“WDS”) is a Qualified Insurance Resource (QIR) operating the largest private sector wildfire service in the nation, encompassing a 22\-state service area and specializing in wildfire education, loss prevention, and wildfire response services. Qualified Insurance Resources are defined as NWCG qualified or equivalent, wildland engines, tenders, hand crews, fire/liaison officers, and personnel working for or contracted by an insurance company with a mission to mitigate impacts on insured structures threatened by wildfire. WDS holds contracts with insurance companies to provide wildfire loss prevention services. WDS fields experienced, highly trained, safety\-focused wildfire officers and fire personnel that hold a wide range of Federal Wildfire Incident Command position classifications necessary to meet or exceed all federal wildfire operation standards and codes including all requirements of the National Wildfire Coordinating Group (“NWCG”) or equivalent. WDS is capable of providing more than 180 wildland engines and hundreds of fire personnel and support personnel. WDS has served large and small insurance clients since 2008\.

##### Purpose and Scope of Position

Working directly with the Executive Team, the Executive Administrative Assistant (EAA) provides executive support in a direct working relationship. The EAA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive Team. The EAA also serves as a liaison to the Executive Team and senior management teams; organizes and coordinates executive outreach and external relations efforts. The EAA must be creative and enjoy working within a small, entrepreneurial environment that is mission\-driven, results\-driven and customer service oriented. The EAA must demonstrate the ability to work in an environment that due to its emergency services\-oriented nature handles high stress combined with time compression. As an extension of the Executive Team, the EAA must be able to provide leadership, continuity of operations and strong consistent voice to accomplish the objectives of the organization.

The Executive Assistant provides high\-level administrative support to the Administrative Services Department (see attached Charter), ensuring efficient operations and seamless communication across the organization. This role is responsible for managing complex calendars, coordinating meetings and events, preparing reports and presentations, and handling confidential information with discretion. The Executive Administrative Assistant aligns with the goals and the objectives of the Administrative Services Department, and accepts projects assigned in accordance with available bandwidth.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication; administrative, analytical, and organizational skills; and the ability to maintain a realistic balance among multiple priorities. The EAA will demonstrate the ability to work independently on projects, from inception to completion, and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion.

##### Duties and Responsibilities

• Completes a broad variety of administrative tasks for the Executive Team including: managing an active calendar of appointments; creating and completing a variety of financial and operational reports; developing and monitoring KPl's to support business decisions using the most up to date financial and performance data; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas.
• Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Executive Team, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands\-on approach, including drafting letters of acknowledgement, personal correspondence, and other tasks that facilitate the Executive Team the ability to effectively lead.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows\-through on projects to successful completion, often with deadline pressures.
• Perform meeting organization, scheduling, reporting and note taking. Will be attending many of the same meetings to ensure that reporting and note taking occurs quickly after each meeting.
• On behalf of WD Companies, the EAA ensures and maintains succinct branding in all forward\-facing correspondences, marketing materials, etc.

###### Strategic Planning and Analysis

• Assist with the development of long\-term strategic initiatives to maintain a competitive edge in the wildfire risk management sector.
• Perform and maintain research on market trends, competitor analyses, and economic factors affecting insurance and wildfire services industries.
• Perform ad\-hoc research and data analysis and prepare summary reports for various requests.
• Prepare summaries, white papers, and presentations, and be able to present to executive\-level staff.

###### Contracting

• Program management for the contracting committee, including meeting planning.
• Develop and maintain contract process planning tools.
• Practice continuous improvement is it relates to contract workflows.
• Assist in legal matters related to contracts as directed by the legal department.
• Assist the Contracting Officer in related tasks.
• Functioning as the liaison between client managers and the contracting team.
• Facilitating yearly reviews of contract templates and editing them as directed by the legal department.
• Updating Salesforce as needed to ensure client managers and leadership are informed of contracting progress.

###### Supervisory Responsibilities

This position does not supervise others.

###### Required Qualifications

• Education: Bachelor’s degree in business, science, or other related disciplines
• Minimum 2 years of experience in academic, professional, or consulting services industry
• Demonstrated experience working with clients, facilitating virtual and in\-person meetings, and preparing client deliverables.
• Experience managing multiple tasks simultaneously through completion.
• Proficiency with Microsoft products
• Strong written and verbal communication skills
• Demonstrated experience providing business analysis and professional technical consulting services to internal clients.
• Interpersonal skills to meet and communicate effectively (both written and verbal) with executive leadership, managers, and employees.
• Positive attitude, professional bearing, and emotional intelligence
• Ability to adhere to confidentiality requirements.

###### Preferred Qualifications and Characteristics

• Experience in performing research, synthesizing data, and preparing summaries and/or quantitative analyses.
• Experience in analyzing socioeconomic, environmental, and/or community risks.
• Exposure to international environments and/or international business operations
• Demonstrated ability to work independently, within teams, and across business units, as well as collaboratively with other agencies, and/or outside organizations.
• Demonstrated ability to develop strategies to support development of client deliverables, employ continuous improvement management skills, manage deliverables to meet project schedule and budget, and work in a dynamic environment.
• Demonstrated ability to make decisions that are timely, well researched, and reflect awareness of impact.
• Demonstrated ability to predict, recognize, and define problems and provide timely and meaningful solutions, and to observe, evaluate, summarize, and apply meaningful data in the problem\-solving process.

###### Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 lbs.
• Must be able to work in a general office environment, with typical office noise and lighting conditions.

###### Working Hours

This is a full\-time, Fair Labor Standards Act (FLSA) exempt position. It is expected the employee work a schedule that is commensurate with the demands of the position. Work hours may at times be characterized as “irregular.”

• Full\-time schedule will generally be 40 hours per week, 0800\-1700 hours, Monday through Friday. Hours worked per week may increase or decrease based on business needs, goals, program/project activity, and the need to manage monthly, quarterly, and annual work objectives.
• This position is based in Bozeman, MT. This is not a remote position and will require the individual to work out of the National Coordination Center in Bozeman, MT

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts WDS rights to assign or reassign duties and responsibilities to this job at any time.

Wildfire Defense Systems, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The pay range for this role is:

57,000 \- 74,000 USD per year(Bozeman, MT )