Executive Assistant

The Montana League of Cities and Towns (League) is actively recruiting for an Executive Assistant to provide executive level support to the Executive Director and staff within the League. The League is an incorporated, nonpartisan, nonprofit association of Montana municipalities. Organized under a constitution originally adopted in 1931, the Montana League of Cities and Towns unite and strengthen municipalities through leadership, advocacy, and resources where municipalities cooperate for their mutual benefit. The League champions their common interests, respects their unique difference, protects local decision\-making, and empowers Montana communities to be vibrant, healthy, safe and thriving. We provide resources, training, technical assistance, and advocacy to help our members build and maintain unique, vibrant, healthy, and safe communities. This is a great public service opportunity to work with and help local governments across Montana. The Executive Assistant position serves a critical role in providing high\-level administrative and operational support to the Executive Director, staff, and League projects. The Executive Assistant is expected to work independently, research solutions for challenges that are encountered, and proactively resolving issues that arise. The Executive Assistant is a new position for the League so the person hired into this role will have the opportunity to shape and develop the responsibilities for this position. Examples of the job duties for this position include: Work independently to identify conflicts to meeting and work schedules and resolve conflicts with minimal interruptions to staff. Use, develop, and maintain distribution email lists. Managing the Executive Director’s calendar and proactively minimizing disruptions and conflict to the schedule through an understanding of work priorities and identifying areas of significance. Organize staff travel arrangements, Executive Team scheduling and preparation for Board, Committee, and Staff meetings. Prepare letters and memorandum for consideration and presentation by Executive Director and staff. Draft, transcribe, or proof letters and other correspondence from notes or rough drafts to prepare official documents on behalf of the Executive Director and staff. This includes researching source information to confirm dates, references, names, and other details. Manage Executive Director voicemail on a daily basis, monitoring and directing messages from the League’s email inbox, preparing and printing meeting materials, typing minutes from meetings, arranging meetings, making arrangements for coffee and/or food for meetings, coordinating and setting up rooms for meetings, maintaining files, and assisting with the annual conference preparation. Provide administrative services to all League staff, including preparing written correspondence as needed, preparing packets for trainings, photocopying, assisting with large mailings, retaining and distributing electronic industry\-related publications. Develop and administer League records management functions to ensure the League maintains and disposes of records in compliance with adopted policies related to official correspondence, Board actions, policy research, member documents, and other documentation Manage electronic and paper records including developing filing systems, conducting periodic reviews and organizing files and folders. Assist with legislative tracking and summaries of relevant bills for scheduling and reporting to Board and members and completing and filing periodic lobbying reports. Assist with planning and smooth execution of annual League conference, including but not limited to on\-site assistance to staff and exhibitors, using conference app to help with scheduling, notices, and registration to maintain the agenda with minimal interruptions. Assist with planning and execution of additional annual events for mayors, regional districts, legislators, including but not limited to booking venues, coordinating with caters, sending and tracking invites, among other duties. Assist with marketing and communications, including posting and updating content on the League website, assisting with newsletters or email communications, and supporting social media or other outreach as directed. Ensure continual updates to electronic contacts and distribution lists. Works regularly with information that is sensitive or restricted, requiring the highest degree of discretion and integrity. Perform other duties as assigned. Physical Demands and Working Conditions: The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job. Intermittent periods of moving and being stationary. Some light occasional lifting (occasionally up to 15 pounds). Working on a computer and communicating with others in person, over the phone, or over other electronic tools. Subject to frequent interruptions and a low to moderate noise level. Flexible home/office schedule with interaction with the public both in\-person and by telecommunication. Travel throughout the state by automobile. Increase in workload and need for physical presence and support during legislative session from January to May every odd year. Knowledge, Skills, and Abilities: Proven ability to research, gather, and analyze potential solutions to issues, tasks, and duties that may be new or developing. Knowledge of the principles and practices of office administration. Knowledge of technical writing and use of software support for correct use of English, spelling, and grammar. Knowledge of business software applications including word processing, spreadsheets, databases, internet, email, electronic calendar, and presentation/graphic design applications. Knowledge of customer service principles and practices with the ability to handle difficult situations with composure and to effectively greet and serve the public. Knowledge of Robert’s Rules of Order Skill in operating a personal computer, copy machine, Zoom, and other online video conference apps and fax machine. Skill in multitasking and planning with the ability to set and meet deadlines. Skill in communicating effectively verbally and in writing. Ability to follow verbal and written instructions and maintain confidential information. Ability to quickly gain knowledge of League programs, staff, and administrative needs, particularly the schedule, support needs, and work style of the Executive Director. Ability to establish and maintain effective working relationships with staff, other agencies, and the general public. Ability to organize events and projects and help implement successful events and projects organized by others. Ability to identify organization needs to address and work quickly and effectively to solve them. Ability to work closely with staff to ensure schedules, tasks, projects, meetings, calls, emails, and other tasks are completed on time and professionally. Competencies for this position generally include: Prefer an Associate’s Degree with three years of higher\-level administrative support OR Any equivalent combination of education and experience equal to five (5\) years that includes higher level administrative support. The starting salary for this position is typically $27 to $31 per hour depending on experience. This position is non\-exempt for FLSA standards. The successful applicant will need to complete a criminal background check, but applicants with criminal convictions may still be considered for employment depending on circumstances of the conviction. Please email your resumé and cover letter through the Indeed job posting. Pay: $27\.00 \- $31\.00 per hour Benefits: Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance Work Location: Hybrid remote in Helena, MT 59602