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Position SummaryThe administrative assistant supports MTHF staff by assisting with meeting and travel logistics, coordinating schedules, performing data entry, processing expense reports, and creating communications content. The administrative assistant will help to ensure the smooth day-to-day operations of the MTHF office. Other duties may be assigned as needed. This position will interact regularly with Foundation staff and consultants, current and potential grantees, and community leaders; and assist in maintaining and enhancing a positive image for the organization. As part of the administrative staff, this position will contribute to achieving the Foundation’s strategic vision and goals.All Foundation staff must be self-sufficient and prepared to work in a fast-paced, dynamic team environment in which all team members are expected to adapt to changing needs and take on new tasks as they arise.Essential FunctionsProgram Support • Arranges all aspects of meetings, events, and travel. When applicable: o Manages registration; o Reserves meeting locations and room blocks. Coordinates lodging and rooming lists; o Assists with agenda development and coordinates outside presentations; o Coordinates and/or supplies food and refreshments; o Provides proactive support to MTHF staff and attendees before, during, and after meetings. Attends meetings, runs the slide deck/presentation, and takes notes; o Coordinates with venue staff to ensure the audio/visual system is functioning and food and beverages are available according to schedule; o Performs room set-up and clean-up, if not provided; o Creates, distributes, and collects participant reimbursement requests. • Creates document and presentation templates, diagrams, graphics, and other content. Assists with data entry, editing, and formatting documents. • Drafts and designs digital and print content. Curates educational resources. • Coordinates program staff schedules as requested. • Monitors social media channels and provides updates to the communications director.Administrative Support • Greets office visitors, answers the phone, and monitors the general voicemail box. • Maintains the appearance of the reception area and other shared spaces. • Monitors the general email inbox, provides timely and accurate responses, and forwards messages to appropriate staff members. • Exercises exceptional judgment in communication with all constituents, management of confidential information, and representation of the Foundation to all constituents. • Provides technical support for conference room technology. • Purchases office supplies and coordinates maintenance of office equipment. • Assists with filing, scanning, printing, mail processing, and other clerical duties.Other Duties • Other duties and/or projects as assigned under the direction of the operations manager. • Reliability and attendance - begin work on time and conform to work hours and schedule. • Work collegially with trustees and staff, serve as a welcoming, professional first-line contact for members of the public (including prospective and eventual grantees), with a positive attitude and cheerful outlook.Please note nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.Qualifications • A minimum of 1 year of relevant work experience. • Ability to execute duties and responsibilities independently and with minimal supervision, think critically, proactively identify and solve problems, synthesize information from a variety of sources, work collaboratively or independently as required, prioritize effectively and handle multiple tasks simultaneously, effectively carry out written and oral instructions.Preferred Skills • Familiarity with social media platforms. • Experience with Canva and/or Hootsuite. • Ability to travel.Required Skills • Excellent communication skills and a spirit of customer service, facilitating positive and productive interactions between the Foundation staff, trustees, and external constituents in a dynamic & interdependent team environment. • Familiarity with office equipment including copiers, scanners, and phone systems. • Experience with Microsoft Office suite and databases. • Experience coordinating travel and events. • Excellent organizational and time management skills, and exceptional attention to detail. • Intrinsically motivated and team-oriented. • Exceptional tact and diplomacy, ability to quickly gain the trust of stakeholders, staff and trustees. • Outstanding writing skills, including ability to draft clear, concise documents. • Unquestionable personal and professional integrity.Other Job Information • Work Schedule: Negotiable 30-40 hours/week. • Benefits eligibility, including PTO and health coverage, will be determined by the final scheduled hours. • Team atmosphere, open communication • The Foundation office is in Bozeman, MT. • Possible occasional car travel throughout Montana. Access to use of a reliable private vehicle or rental car for occasional use for business travel. Mileage reimbursed at allowed GSA rates or actual costs of approved rental car. Ability to secure and maintain a driver’s license valid in the state of Montana and to maintain private liability insurance with minimums outlined under Foundation policy. Some national travel may be required.Essential Physical Skills The administrative assistant will frequently remain in a stationary position for up to 75% of the workday; stand occasionally moves about inside the office to access equipment, files and meetings; occasionally required to move objects weighing up to 10 pounds and must infrequently move objects weighing more than 20 pounds or carry objects. This position requires the manual dexterity sufficient to operate phones, computers, and other office equipment. This person must communicate clearly using with customers/clients who speak English to accurately convey information and be able to communicate at normal speaking levels both in person and over the telephone. The employee must be able to receive and understand written and oral communication and give written and oral instruction. This position requires the ability to calculate mathematic problems and frequently requires visual acuity at 20 inches or less to review written documents.Environmental Conditions Often, in an office environment with visits to external environments that could require walking, driving to and from various locations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Disclaimer This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. All Foundation employees may be required to perform duties outside of their normal responsibilities from time to time, as needed, to meet the ongoing needs of the organization.To Apply • Please submit a letter of interest and resume to careers@mthf.org. • Application materials will be reviewed on a rolling basis until the position is filled. • Preferred start date: June 22, 2026. • Wage: $26-$28 per hour DOE with a competitive benefits package.