Executive Assistant for Development

Montana State University - Bozeman, MT

Full-time - Entry Level

Bozeman, MT

Educational Services

About the position

The Executive Assistant for Development at the Montana State University Alumni Foundation plays a crucial role in providing advanced, diversified, and confidential administrative support to the Vice President of Development and the fundraising team. This position requires a broad range of experience, competencies, and a thorough understanding of organizational policies and practices. The Executive Assistant will be expected to exercise discretion and sound judgment in completing various tasks that are essential to the smooth operation of the development office. Key responsibilities include managing the Vice President's calendar, scheduling appointments, and coordinating travel arrangements. The Executive Assistant will also be involved in the development and technical review of outgoing correspondence, ensuring that all communications are professional and accurate. Additionally, the role involves preparing gift agreements, pre-approving team expenses and PTO requests, and compiling monthly budget summaries. Effective file organization is also a critical aspect of this position, as it ensures that all necessary documents are easily accessible and well-maintained. Candidates for this position should possess a minimum of three years of experience in administrative support, sales team office management, or a related field. A high school diploma is required, along with the relevant experience. The ideal candidate will demonstrate exceptional attention to detail, strong time management skills, and excellent communication abilities. The recruitment process for this position will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience. The MSU Alumni Foundation is committed to fostering a culture of diversity, equity, and inclusion, and is an Equal Opportunity Employer.

Responsibilities

• Provide advanced administrative support to the Vice President of Development and the fundraising team.
• Manage the Vice President's calendar and schedule appointments.
• Coordinate travel arrangements for the Vice President and team members.
• Develop and review outgoing correspondence for accuracy and professionalism.
• Prepare gift agreements and ensure all documentation is complete.
• Pre-approve team expenses and PTO requests.
• Compile monthly budget summaries for review.
• Organize and maintain files to ensure easy access to important documents.

Requirements

• Minimum of 3 years' experience in administrative support, sales team office management, or related experience.
• High school diploma is required.
• Exceptional attention to detail and time management skills.
• Strong communication skills, both written and verbal.