Executive Assistant

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.

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

Minimum Requirements:

• 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

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