Executive Support Specialist

MSF; Helena (MT); On-site; USD 58,000 - 72,000; Full time

Benefits offered by this job

Health insurance with dental/vision

Paid time off & holidays

Retirement plan with employer match

Education reimbursement

Flexible spending accounts

Training and development programs

Job summary

Montana State Fund (MSF) is seeking an Executive Support Specialist to partner with the CEO and executive leadership. You will coordinate meetings, prepare detailed briefings, manage communications, and drive high-priority initiatives with discretion.

The role requires superior organization, proactive problem-solving, and the ability to align multiple departments toward strategic priorities. On-site presence in Helena, MT is expected.

Qualifications

• Bachelor’s degree required; 3+ years progressive administrative experience; fast-paced environment experience.

Responsibilities

• Provide executive support to the CEO and senior leadership; manage calendar, email, and meetings.
• Coordinate executive initiatives and cross-functional efforts; prepare materials for meetings and off-sites.
• Develop and implement processes to improve executive workflow, confidentiality, and decision-making.

Skills

Trusted partner

Anticipates needs

Clear communication

Multi-priority management

Discretion with confidential info

Cross-functional coordination

Education

Bachelor’s degree in business/management/communications or related field

Job description

About the Job

Montana State Fund (MSF) is searching for an Executive Support Specialist to serve as a trusted partner to the CEO and executive leadership team. This high-impact role provides comprehensive, high-level support that enables seamless executive operations and advances organizational priorities. The Executive Support Specialist serves as a key liaison for sensitive communications , coordinates executive initiatives and activities, and supports critical cross-functional efforts across the organization.

Key Responsibilities Include:

• Executive Support & Priority Execution: Provide comprehensive executive support, acting as a trusted partner to the CEO and senior leadership. Anticipates needs, prepares detailed briefings, and ensures the executive is well-prepared for all meetings, presentations, and key decisions. Act as a trusted liaison, facilitating seamless communication and alignment between the CEO, executive team, and other departments. Optimize the executive's time by strategically managing their schedule, email, requests, and directing focus to high-impact activities.
• Administrative Coordination & Effectiveness: Oversee the effective coordination of the executive office, ensuring smooth operations and seamless information flow. Support other admin staff to ensure excellent coordination of schedules, department events, and critical initiatives. Manage and prepare materials for executive meetings, board meetings, and off-sites, ensuring clear agendas, productive discussions, and actionable outcomes. Handle sensitive information with the utmost discretion and confidentiality, serving as a reliable point of contact for internal and external stakeholders. Implement and maintain robust organizational systems to support the executive's workflow and decision-making processes.
• Driving Key Initiatives & Special Projects: Support critical, often cross-functional, strategic initiatives and special projects from conception through completion. Delegate and assign critical work to appropriate departments. Partner with project managers to ensure project milestones and key deliverables align with the CEO's needs and capacity. Lead and influence without direct authority, bringing together diverse stakeholders to achieve project goals and deliver measurable results. Identify potential roadblocks, proactively problem-solve, and ensure projects remain on track and aligned with organizational objectives. Develop and implement streamlined processes to enhance efficiency and effectiveness across various operational areas. Ensure critical CEO initiatives are delegated and driven to successful completion.
• Additional duties as assigned.

Required Skills

About You

To find success and satisfaction in this role, candidates will possess the following traits:

• Enjoys serving as a trusted partner to leaders and takes pride in helping others stay organized, prepared, and focused on organizational priorities.
• Anticipates needs, thinks ahead, and proactively identifies solutions to support executive effectiveness and organizational success.
• Communicates clearly, professionally, and diplomatically with leaders, colleagues, board members, and external stakeholders, building strong and productive relationships
• Excels at managing multiple priorities, coordinating competing demands, and adapting to changing circumstances while maintaining attention to detail and follow-through.
• Exercises sound judgment, discretion, and professionalism when handling sensitive information and confidential matters.
• Enjoys coordinating complex projects and bringing people together across teams to achieve shared goals and deliver results

At Montana State Fund, how we do our jobs matters to us as much as what we do. To support our customer-centered workplace, successful candidates are team players who possess :

• Customer and growth mindset
• Empathy
• Accountability
• Resiliency

Required Experience

Minimum Qualifications

• Bachelor’s degree in business administration, management, communications, or a related field
• A minimum of 3 years of progressive administrative experience

OR an equivalent combination of education and experience .

• Experience in a fast-paced, dynamic environment: Ability to thrive and adapt in an evolving organizational landscape.

Job location

This position requires on-site presence in the Helena, MT office.

Working conditions

Fast paced general office environment . Some stress may occur . Regular travel not expected but may occur occasionally around organizational specific events or during the course of employment . Requires sitting for extended periods of time, standing, visual acumen, manual dexterity, detailed verbal communications and fine finger manipulation for working with computer keyboards.

Compensation and Benefits

Starting salary for this exemptposition begins at $57,700 -$72,100 per year.

Montana State Fund offers excellent benefits, paid time off, and a competitive compensation program, including:

• Comprehensive health insurance with dental, vision, life, long-term disability and more, with optional dependent coverage.
• Flexible spending accounts for dependent care and medical expenses.
• Public employees’ retirement plan tax-deferred contributions with a generous employer match.
• Optional 457(b) deferred compensation to further increase retirement savings.
• Higher education reimbursement and other training and development programs.
• Robust personal leave, paid holidays, and extended leave.