Executive Assistant to Director & Office Operations Lead

Montana State University; Bozeman (MT); On-site; USD 28,000 - 35,000; Full time

Job summary

Montana State University MORH/AHEC division seeks an experienced administrative professional to support the Director and manage day-to-day office operations.Responsibilities include calendar management, travel planning, expense reconciliation, HR liaison duties, and coordinating recruitment and staff events. The role requires strong organizational skills, 5+ years of experience, and excellent communication abilities.

Experience with MSU policies and tools like ChromeRiver/SmartBuy is preferred.

Qualifications

• Associate’s or Bachelor’s degree or equivalent combination of education and relevant administrative experience.
• 5+ years of experience in office management, executive support, or administrative roles.
• Strong organizational and time-management skills with the ability to prioritize competing deadlines.
• Demonstrated professional written and verbal communication skills.

Responsibilities

• Serve as Assistant to the Director with calendar management, email support, meeting coordination, and task follow-up.
• Arrange travel for the Director, including transportation, lodging, and itineraries.
• Process and reconcile travel and business expenses via ChromeRiver, ensuring accuracy and compliance with university policies.
• Manage day-to-day office operations to maintain a well-organized and professional environment.
• Order office supplies and coordinate with vendors to support operations.
• Schedule and coordinate office equipment maintenance and service visits.
• Complete administrative tasks including filing, record-keeping, and updating employee and office documentation.
• Plan and coordinate internal events and staff meetings; support staff events via Zoom or other platforms.
• Provide HR liaison support and assist with recruitment and hiring processes.

Skills

Organizational skills

Time management

Written and verbal communication

Prioritization

Education

Associate or Bachelor degree

Equivalent combination of education and experience

Tools

Microsoft Office

Zoom

ChromeRiver

SmartBuy

Job description

Montana State University MORH/AHEC division seeks an experienced administrative professional to support the Director and manage day-to-day office operations.Responsibilities include calendar management, travel planning, expense reconciliation, HR liaison duties, and coordinating recruitment and staff events. The role requires strong organizational skills, 5+ years of experience, and excellent communication abilities.

Experience with MSU policies and tools like ChromeRiver/SmartBuy is preferred.