Executive Assistant

Job Description - Executive Assistant (26142084) Position Title: About the Montana Veteran Affairs Division The Montana Veteran Affairs Division (MVAD) is dedicated to serving Montana’s veterans and their families by connecting them with earned federal and state benefits, managing the State Veterans Cemeteries, and providing outreach and advocacy across the state. MVAD works in partnership with federal, state, and local organizations to ensure veterans receive the services and recognition they deserve. About the Centralized Administrative Services The Centralized Administrative Services office provides essential operational support to ensure the efficient and effective delivery of services across the division. The office manages core administrative functions such as budgeting, procurement, human resources and information technology coordination, project management, communications, and strategic planning. The office promotes consistency, accountability, and compliance while enabling the bureaus to focus on serving Montana veterans, their families, and survivors. About the Executive Assistant The Montana Veteran Affairs Division (MVAD) is seeking a highly organized, professional, and service-oriented Executive Assistant to support the divisions leadership team and centralized administrative operations. This position provides confidential, high-level administrative support to the divisions leadership, helping ensure the efficient coordination of communications, meetings, projects, records, and daily business activities. The Executive Assistant serves as a key point of contact for internal staff, state agencies, community partners, veterans’ organizations, and members of the public. The successful candidate will exercise sound judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced government environment. The following items must be submitted with the online state application form to be considered (be sure to mark your attachments as relevant): Cover Letter Key Responsibilities Provide executive and administrative support to MVAD leadership, Centralized Administrative Services staff and the Montana Board of Veteran Affairs. Manage calendars, schedule meetings and travel, prepare agendas and materials, and coordinate follow-up communications. Serve as the Division’s travel coordinator by arranging transportation and lodging, maintaining itineraries, processing travel authorizations and reimbursements, and reporting employee motorpool mileage. Coordinate meeting and event logistics, including hotel blocks, conference rooms, catering, audiovisual needs, and materials for trainings, conferences, outreach activities, and stakeholder events. Partner with the Marketing Specialist on special projects, communications, outreach materials, events, public-awareness activities, and Division publications. Assist the Accountant with administrative and routine financial duties as needed. Draft, edit, format, distribute, and maintain correspondence, reports, presentations, meeting minutes, policies, records, and other Division documents. Receive and respond to calls, emails, correspondence, and public inquiries; serve as a professional liaison for veterans, families, partners, vendors, and the public. Maintain organized records and confidential documents; monitor office supplies and equipment; and identify opportunities to improve administrative processes and workflow efficiency. Greet visitors, answer inquiries, and direct visitors to the appropriate person according to their needs. Education and Experience High School Diploma or Equivalent 2 years of progressively responsible administrative or executive-support experience Proficient with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-file systems Other combinations of education and experience may be substituted Ability to sit and use a computer/telephone for extended periods; Fluctuation in workload may require more than a 40-hour workweek; Occasionally lift/carry office materials up to 15 pounds; Must have demonstrated ability to work and engage in diverse working relationships within and outside the Department Typical Work Environment Normal office environment, located at Fort Harrison Must be able to work physically on-site in the office 100% of the time Condition of Employment Must pass a background check Must maintain a valid driver’s license Travel Yes, 5% of the time This position is NOT telework eligible Applicant Pool Statement : If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment : This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire. Salary $26.55 - 26.55 Hourly Telework Eligibility : Not Telework Eligible Benefits Package Eligibility : Health Insurance, Paid Leave & Holidays, Retirement Plan Number of Openings 1 Employee Status : Regular Schedule : Full-Time Job Type Standard Shift Day Job Primary Location Helena Agency : Department of Military Affairs Union : 000 - None Posting Date Aug 17, 2026, 8:19:59 PM Closing Date (based on your computer's timezone) : Sep 1, 2026, 5:59:00 AM Required Application Materials : Cover Letter, Resume Contact Name : Brandon | Contact Email : Kirchgasler | Contact Phone : View phone number on click.appcast.io State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant. #J-18808-Ljbffr