Senior Executive Assistant/Business Administrator

Senior Executive Assistant/Business Administrator (Executive Support and Office

Operations and Administration)

Location: Great Falls, MT

Purpose of Position

This dynamic role demands a high-performing go-getter with a "get it done" attitude. The position requires an administrative professional with a strong background in executive support in a corporate environment and, at times, will act as a project/assignment leader.

The Senior Executive Assistant/Business Administrator reports to the President and the Director of Human Resources, providing comprehensive leadership, planning, follow-up, and administrative support across various areas. This role is vital for ensuring smooth business operations, efficient administrative task management, and effective internal communication.

The ideal candidate will anticipate needs, think critically, and offer solutions to problems with a high level of discretion, professionalism, and confidentiality. Strong organizational skills, attention to detail, and multitasking abilities are essential for success in this role.

Primary Duties And Responsibilities

Executive Leadership, Planning, and Project Support

• Coordinate communication between the President and external stakeholders/internal leaders, ensuring timely responses and follow-ups.
• Attend meetings as directed, take detailed notes, and follow up on action items post-meeting.
• Act as a project manager for assigned deliverables.
• Understand organizational goals and priorities to align tasks effectively.
• Prepare regular reports for the President on project status, milestones, and performance metrics.
• Liaise with internal and external executives on various projects and tasks.
• Prepare materials for meetings, including agendas, presentations, and reports.
• Manage the President’s calendar, schedule appointments, and coordinate meetings.
• Handle correspondence, emails, and phone calls on behalf of the President as needed.
• Prioritize trust, integrity, and ethical conduct, upholding the reputation of the President and the organization.
  
  

Travel and Expense Report Approvals

• Coordinate travel itineraries for specific employees, including flights, accommodations, and ground transportation.
• Ensure compliance with the company’s travel policies and procedures.
• Monitor travel expenses and seek cost-effective options when possible.
• Maintain accurate travel records and provide necessary reimbursement documentation.
• Review and validate employee expense reports for accuracy, compliance, and supporting documentation.
• Approve or reject expense reports based on established guidelines.
• Collaborate with employees to resolve discrepancies and communicate reimbursement policies.
  
  

Scheduling

• Manage and maintain executive and team calendars, scheduling meetings, appointments, and conferences.
• Coordinate with stakeholders to confirm appointments and handle rescheduling or cancellations.
• Support meeting logistics, including booking conference rooms, ordering catering, and post-meeting clean-up.
• Proactively resolve scheduling conflicts or overlapping commitments.
• Organize and coordinate special onsite and offsite events for the company.
  
  

File and Contract Maintenance

• Assist with filing and organizing contracts and legal documents.
• Manage document systems, filing activities, and offsite storage of records.
• Ensure contracts are accurately filed, updated, and accessible.
• Maintain confidentiality and security of sensitive contract information.
• Dispose of confidential information appropriately.
• Maintain all current and past contracts and certificates of insurance (COIs) as required.
  
  

Internal Publications

• Update the staff directory and distribute/post for all employees.
  
  

Position Requirements

• Education: Bachelor’s degree in business administration, management, communications, or a related field (or equivalent work experience).
• Experience: Minimum 5 years in an administrative role reporting to a senior executive or team.
• Familiarity with the energy sector is a plus.
• Experience in Human Resources and office support tasks is preferred.
• Skills:
• Highly proficient in Microsoft Office.
• Familiarity with travel management systems and expense reporting tools is desirable.
• Strong project and time management skills.
• Excellent attention to detail and accuracy in documentation.
• Effective verbal and written communication skills.
• Ability to work independently and in a team setting.
• Adaptability to changes in responsibilities or schedules.
• Other Qualities: Enjoys administrative challenges in a diverse work environment.
  

Physical Demands / Work Environment

• Location: Based at the Montana office in Great Falls, MT, with occasional travel to the corporate office in Palm Beach Gardens, FL.
• Environment: Primarily office-based with substantial desk work and computer usage.
• Physical Activity:
• They were prolonged sitting with occasional standing or walking.
• Occasional lifting of up to 25 pounds.
• Moderate noise level.
• Reasonable accommodations can be made for individuals with disabilities.
  

At AP Recruiters & Associates, we believe that the right talent can drive business success. Since 2007, we've specialized in staffing solutions that range from temporary placements to executive recruiting, covering roles from administrative assistants to C-level executives. Our mission is to provide flexible, tailored recruitment services, helping our clients find the ideal candidates for every level of their organization.