What are the responsibilities and job description for the Executive Administrative Assistant position at Bozeman Yellowstone International Airport?
DATE POSTEDMarch 11, 2025
Description
Compensation:
The Bozeman Yellowstone International Airport (BZN), owned and operated by the Gallatin Airport Authority, is seeking a motivated individual for a full-time Executive Administrative Assistant position.
Bozeman Yellowstone International Airport (BZN) is a small hub airport in beautiful southwest Montana located 8 miles northwest of the city of Bozeman and 50 miles north of Big Sky. BZN has consistently been one of the fastest growing airports in the nation over the past 20 years and is currently served by 8 airlines: Alaska, American, Allegiant, Delta, Jetblue, Southwest, Sun Country, and United. BZN also handles a thriving business and general aviation community with over 400 based aircraft. Visit www.bozemanairport.com to learn more about the Bozeman Yellowstone International Airport and The Gallatin Airport Authority.
The Executive Administrative Assistant position provides administrative and communications support to and on behalf of the Authority’s Executive Team, including serving as a key partner to the Executive Team, performing complex administrative tasks, handling incoming and outgoing communications, providing support to the Authority’s Board, assisting with marketing and communications, ensuring that interactions and communications with passengers, visitors, tenants, concessionaires, vendors, contractors, employees and the public align with and advance the Authority’s strategic priorities.
Compensation:
- Starting pay rate of $33.00 per hour depending on experience.
- Excellent and comprehensive benefit package including: employer-paid medical, dental, and vision insurance for the employee; employer-paid basic term life insurance for the employee; generous leave and vacation benefits; and retirement benefits including participation in the Montana Public Employees Retirement System, with an employer contribution of over 9%. Additional voluntary health and welfare benefits and family coverage available.
Major Duties/Responsibilities:
- Provides administrative and clerical support to the Executive Team and the Authority Board.
- Prepares and disseminates documents and communications related to monthly Authority Board meetings and assists with Board member relations.
- Greets executive office visitors, answers and transfers telephone calls, takes messages, provides information, and refers issues to the appropriate personnel for resolution.
- Works with internal and external stakeholders, responds to inquiries, provides information and assistance, and works cooperatively to resolve issues.
- Coordinates advertising, press releases, and other communications.
- Assists with event coordination.
- Provides customer service to and communicates effectively, professionally, and in a positive manner with passengers, visitors, tenants, concessionaires, vendors, contractors, employees and the public.
- Handles complex administrative tasks, as needed or assigned (e.g., making travel arrangements for staff and management).
- Conducts special projects and participates in workflow process improvement initiatives; provides support for ad-hoc requests.
- Utilizes a computer to edit, compile, input, and retrieve files and/or databases; to prepare a variety of letters, memorandum, documents, and reports; to complete forms or templates.
- Reviews and verifies completeness and accuracy of documents, forms, and other information and identifies and corrects errors according to establish procedures.
- Maintains records and assists with administrative tasks during audits, as needed or assigned.
- Maintains files, record systems, and documents/documentation; prepares and maintains various records and reports; develops and compiles various forms of data and reports, and distributes pertinent and required reports.
- Operates office equipment, including fax machines, copy machines, and postage machines.
- Receives, sorts, opens and delivers documents, mail, correspondence and other materials and processes shipping and mailing.
- Assists with front office administrative tasks including customer service, phone, filing, and notary services as needed.
- Participates in the Authority’s Safety Management System.
- Uses effective and standard radio communications to communicate with other personnel.
- Completes required trainings.
- Practices and adheres to the Authority’s policies and procedures and federal, state and local legal and regulatory requirements. Performs other duties as needed or assigned.
Position Requirements:
- Associate's or Bachelor’s degree from an accredited institution
- 18 years or older
- Proficiency in written and spoken English
- 3 years of experience in 3 years of experience in administrative support, customer service and/or front desk reception
- Able to type and use computers and computer-based programs (e.g., MS Office Suite)
- Able to perform computations such as addition, subtraction, multiplication, and division correctly
- Able to be thorough when performing work and conscientious about attending to detail
- Able to establish and maintain effective and cooperative working relationships and communicate effectively with other employees, tenants, concessionaires and the general public
- Able to follow instructions, work safely, and independently
- Must meet physical requirements necessary to perform essential functions of the position (with or without a reasonable accommodation)
- Must pass a 10-year pre-employment Criminal History Background Check (CHRC) necessary to obtain federally mandated security clearances, badging, and access to the Bozeman Yellowstone International Airport and retain access authority and an active badge with the necessary credentials to perform the essential responsibilities of position
- Must pass a 7-year Pre-employment Background investigation
- Must communicate effectively on airport radio systems
- Must be available to work holidays and overtime as needed
- Advertising, marketing and social media experience
- Experience working in an airport environment, demonstrating a basic understanding of airport operations and regulations (preferred)
- Experience with light bookkeeping and bookkeeping software (e.g., QuickBooks) (preferred)
- An equivalent combination of education and/or experience may be considered
Licenses & Certification:
- Be a Notary Public OR have ability to obtain within 6 months of employment in the position AAAE CM Certification (preferred)
Behavioral Requirements:
- Ability to adhere to the Authority’s policies and procedures and federal, state, and local legal and regulatory requirements.
- Ability to build trust and act with authenticity to cultivate a culture of integrity, inclusion, and mutual respect.
- Ability to deliver information verbally and in written form in a professional, clear, concise, and compelling manner to effectively engage others and achieve desired results, including listening to others, attending to nonverbal cues, and responding appropriately.
- Ability to establish, maintain, and strengthen effective, collaborative, and cooperative working relationships with stakeholders and partners, including employees, tenants, concessionaires, vendors, contractors and the public, to advance the mission and the success of the Authority.
- Ability to make effective, timely, informed decisions in the best interest of our colleagues, passengers, tenants, concessionaires, the community and the Authority, some of which must be made while in a stressful situation.
- Ability to identify opportunities for improvement and innovation, remove barriers and resistance, and enable desired behaviors.
- Ability to commit to the success and operational wellbeing of the Authority by challenging others to excel and by holding themselves and others accountable for achieving results.
- Ability to demonstrate an uncompromising commitment to delivering exceptional customer service to create an unmatched value proposition for stakeholders and partners, including employees, tenants, concessionaires, and the public.
Physical Requirements:
- Balancing - Rarely (Up to 3 hours)
- Bending – Rarely (Up to 3 hours)
- Climbing – Rarely (Up to 3 hours)
- Color Vision - Routinely (8 hours)
- Crawling - Rarely (Up to 3 hours)
- Driving - Rarely (Up to 3 hours)
- Handling - Frequently (6 hours)
- Kneeling - Rarely (Up to 3 hours)
- Reaching - Frequently (6 hours)
- Sitting - Routinely (8 hours)
- Standing – Occasionally (3 hours)
- Stooping - Rarely (Up to 3 hours)
- Twisting - Rarely (Up to 3 hours)
- Typing - Routinely (8 hours)
- Walking - Occasionally (3 hours)
- Work in all types of weather conditions - Rarely (Up to 3 hours)
- Work at elevated levels (on roof, etc.) - Rarely (Up to 3 hours)
- Be subjected to noise levels that are moderate to high - Rarely (Up to 3 hours)
- Exposure to workplace vibrations, confined work space, chemicals, flammable materials, explosives and mechanical and electrical hazards - Rarely (Up to 3 hours)
- Wear and use safety gear/PPE - Rarely (Up to 3 hours)
- Lift/Carry up to 10 lbs - Rarely (Up to 3 hours)
- Push/Pull up to 10 lbs - Rarely (Up to 3 hours)
Travel Required:
- The position may require travel from time to time but not on a regular basis.
Work Setting:
- In-person
- 8:00 a.m. – 4:30 p.m., Monday – Friday
APPLY
If you meet the requirements listed above and desire to become an integral part of our team, visit our website at www.bozemanairport.com/employment for our employment application. Email your completed application, cover letter, and resume to jobs@bozemanairport.com. Open until filled.
The Gallatin Airport Authority provides equal employment opportunity to all employees and applicants for employment without regard to race, color, creed, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, physical or mental disability, marital status, genetic information, veteran/military status, political beliefs, vaccination status, or status in a group protected by federal, state, or local laws. Please contact the Gallatin Airport Authority if you need assistance completing an application.
Salary : $33