Executive Administrative Assistant

First Interstate; Billings (MT); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid Time Off

Child Care Assistance

Exercise reimbursement

Job summary

First Interstate in Billings, MT is seeking an experienced Administrative Assistant to support Executive Leadership. You will handle phone calls, calendar management, and prepare correspondence with confidentiality and professionalism.

The role requires strong MS Word/Excel/Outlook skills, excellent communication, and meticulous organization to manage multiple tasks for the executives and team on a daily basis.

Qualifications

• Typing speeds and accuracy with MS Word, Excel, PowerPoint, Access and Outlook.
• Strong written and verbal communication, and organisational abilities.
• Ability to multitask, meet deadlines, and work in a team.

Responsibilities

• Answer incoming phone calls and transfers; own the call and ensure customer care.
• Process executive mail; prepare, edit correspondence and documents.
• Provide administrative support and manage special projects for Executives.
• Coordinate meetings including attendance, AV, catering and materials.
• Ensure rooms and staff are prepared; monitor Executive initiatives.
• Provide front desk coverage and assist with meeting setup.
• Prepare reports and manage calendars for Executives.
• Handle data entry, filing, and expense reports.

Skills

Typing proficiency

MS Word

Excel

PowerPoint

Access

Outlook Calendar/Email

Organizational skills

Communication skills

Teamwork

Multi-tasking

Education

High School Diploma/GED

Associate's Degree or admin certification

4-6 years admin support experience

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.
• The health and happiness of the places we call home matter to us. 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