Executive Administrative Assistant

First Interstate Bank; Billings (MT); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Paid time off

Child care assistance

Exercise reimbursement

Job summary

First Interstate Bank in Billings, MT is seeking an experienced executive assistant to support the Executive Leadership Team. The role handles calls, mail, correspondence, and special projects with a high level of confidentiality and attention to detail.

You will manage calendars, prepare reports, and coordinate meetings, AV, catering, and materials for executives while maintaining professionalism and timely communication.

Qualifications

• High School Diploma or GED required.
• Associate degree or admin professional certification preferred.
• 4-6 years of administrative support experience preferred.

Responsibilities

• Answer incoming calls and transfer to the right person; own the call.
• Prepare and edit correspondence, presentations and documents.
• Provide administrative support to Executives and special projects.
• Coordinate meetings and manage calendars; arrange venues and catering.
• Ensure meeting rooms are prepared and staff updated on initiatives.
• Handle front desk coverage and greet visitors.

Skills

Typing proficiency

Organization

Communication

Multitasking

Written/Verbal skills

Numerical/Data entry

Education

High School Diploma

Associate's Degree / admin certification

Tools

MS Word

Excel

PowerPoint

Access

Outlook

Job description

This position is located at our Billings, MT Downtown Tower.

What’s Important to You We know your career is just one aspect of a meaningful, complex, and demanding life. That’s why we designed our compensation and benefits package to provide employees and their families with as much choice as possible.

• Generous Paid Time Off (PTO) in addition to paid federal holidays.
• Child Care Assistance Program for eligible dependent(s).
• Exercise reimbursement program for employees.

Learn a little more about what we do for the communities we serve and why we want YOU to be a part of it.

SUMMARY

This position performs a wide-range of business administrative and technical assistance for members of the Executive Leadership Team. Proactively provides customers, colleagues and employees with an excellent first impression in a positive and professional manner. Handles regular tasks and special requests as needed with a high attention to detail. Must maintain a strong level of confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answers incoming phone calls and transfers to the appropriate person; owns the phone call and makes sure the customer is taken care of.
• Processes assigned Executive incoming and outgoing mail based on Executive preference.
• Prepares and edit correspondence, communications, presentations and other documents.
• Provides administrative support to the assigned Executives, including taking on special projects.
• Supports scheduled meetings (i.e. attendance, AV, catering, materials) for assigned Executives.
• Ensures rooms are ready for meetings and all administrative staff on the floor are updated and aware of Executive initiatives.
• Provides front desk coverage, as needed, welcoming and directing customers and setting up meetings.
• Researches and prepares of reports.
• Manages calendars of assigned Executives.
• Monitors, screens, responds to and distributes incoming communications for assigned Executives.
• Completes expense reports.
• Ensures the control of inventory on the floor.
• Completes data entry and filing.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS AND ABILITIES

• Proficient typing skills and a solid proficiency with computer systems and word processing software specifically MS Word, Excel, PowerPoint, Access and Outlook Email/Calendar. (High proficiency)
• Strong organizational, interpersonal and communication (written and verbal) skills.
• Ability to multi-task, meet deadlines and work as part of a team
• Ability to read and comprehend instructions, short correspondence and memos.
• Ability to write simple correspondence and effectively present information to customers, clients and employees.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations seeking assistance as needed.

EDUCATION AND/OR EXPERIENCE

• High School Diploma or general education degree (GED) required
• Associate's Degree and/or certification as an administrative professional preferred
• 4-6 years of administrative support experience preferred

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The physical demands and work environment are representative of those that must be met or encountered to successfully perform the essential functions of the job. In compliance with the Americans with Disabilities Act, the company provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

• Dexterity of hands/fingers to operate computer keyboard and mouse - Frequently
• Lifting - Occasionally (up to 10 lbs)
• Sitting - Frequently
• Overtime - Subject to business need
• Noise Level - Moderate
• Typical Work Hours - M-F (8-5)
• Regular and Predictable Attendance - Required

FIRST INTERSTATE BANK EQUAL OPPORTUNITY STATEMENT

First Interstate Bank is an equal opportunity employer committed to a diverse workforce and a barrier-free employment process.

Employment is based solely on an individual's merit and qualifications directly related to the position.

We do not discriminate on the basis of race, color, religion, national origin, ancestry, pregnancy status, sex, age, marital status, disability, medical condition or any other characteristics protected by law.

We make all reasonable accommodations to meet the obligations set forth under the Americans with Disabilities Act (ADA) and state disability laws.

In order to ensure reasonable accommodations for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974, and Title I of the Americans with Disabilities Act of 1990, as amended, individuals that require accommodation in the job application process for a posted position may contact us Monday through Friday, 8 am to 5 pm MST at [e-mail].

All applicants must pass pre-employment screenings including a background check.

First Interstate BancSystem participates in E-Verify which will require new employees to verify their identity and employment eligibility through the internet-based system operated by the Social Security Administration (SSA) and the Department of Homeland Security (DHS).

E-Verify Notice English or Spanish Right to Work Notice English or Spanish