Office Manager

POSITION: Office Manager

LOCATION: Billings, MT

WAGES/PAY: $21 - $25 FT exempt with benefits

EXPERIENCE: Experience required

START DATE: **March 2025 or other by agreement

INTERESTED? Send resume and cover letter to lynnm@eaglemountbillings.org with "Office Manager applicant" in subject line

The Office Manager at Eagle Mount Billings plays a crucial role in supporting the organization’s mission of providing adaptive recreation opportunities to enhance the lives of youth and adults with disabilities. This position ensures smooth day-to-day operations, coordinates program logistics, strengthens community partnerships, assists with volunteer coordination, and manages essential administrative functions. The Office Manager works closely with the Executive Director, staff, and volunteers to foster a positive, organized, and inclusive environment.

Ideal Candidate:
We are seeking a highly organized and proactive individual who is passionate about adaptive recreation and community engagement. The ideal candidate will have strong administrative skills, experience in program coordination, and a talent for building relationships with participants, their families, volunteers, and community partners. Proficiency in Microsoft Teams and Office Suite is required, with preferred experience in Salesforce, Constant Contact, and Canva.

Our Culture:
At Eagle Mount Billings, we foster a warm, collaborative, and mission-driven culture rooted in inclusivity, adaptability, and community spirit. We believe in the power of recreation to transform lives and create a sense of belonging for all. Our team of staff and volunteers work with heart and purpose — embracing challenges, celebrating successes, and supporting one another every step of the way. If you are energized by meaningful work, value teamwork, and are committed to making a positive impact, we encourage you to join our community.

Reports to: Eagle Mount Executive Director

Essential Functions:
Program Coordination:

• Assist with the planning, scheduling, and execution of adaptive recreation programs, including skiing, cycling, summer camps, climbing, golf, and field trips.
• Develop and maintain program calendars, ensuring accurate scheduling of events, volunteer shifts, and equipment/facility use.
• Serve as the main point of contact for program inquiries from participants, families, and community partners.
• Prepare and distribute program materials, rosters, and reports as needed.

Administrative Management:

• Oversee daily office operations, including managing correspondence, phone calls, and emails.
• Ensure accurate databases for participants, volunteers, donors, and partners.
• Prepare reports, meeting minutes, and documents for board meetings and staff planning sessions.
• Support office accounting functions (budget tracking, processing invoices, monitoring expenses, and assisting with financial reporting).
• Manage office supplies, equipment, and facility maintenance schedules.
• Monitor vehicle maintenance schedules and related needs.

Community Partnerships:

• Build and maintain relationships with local businesses, schools, and partner organizations to support program initiatives and community events.
• Assist in coordinating collaborative events such as the “Brewery Community Give Back Nights” and other fundraising or awareness activities.
• Conduct clear and timely communication with community partners regarding sponsorships, in-kind donations, and program collaborations.

Volunteer Coordination & Training:

• Support the recruitment, onboarding, and training of program volunteers, in collaboration with the Volunteer Coordinator.
• Maintain up-to-date volunteer records, including training certifications, schedules, and evaluations.
• Assist in organizing volunteer appreciation events and ongoing training sessions.
• Ensure volunteers are well-informed of program expectations, adaptive equipment use, and safety protocols.

Communication & Outreach:

• Contribute to social media updates, newsletters, and website content to promote upcoming programs and community events.
• Draft and distribute clear communication to participants, families, and volunteers regarding program updates or changes.
• Assist with designing and distributing marketing materials for programs and events.

Required:

• Education: Associate’s or Bachelor’s degree in Business Administration, Nonprofit Management, Recreation, or a related field, or equivalent experience.

• Experience: Minimum of 2 years in office management, program coordination, or volunteer management, preferably in a nonprofit or recreation setting.

Skills:

• Proficiency in Microsoft Teams and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent verbal and written communication.
• Ability to build positive relationships with diverse stakeholders.

Preferred:

• Experience with Salesforce, Constant Contact, QuickBooks, and Canva.
• Familiarity with social media platforms and basic design tools for outreach and event promotion.

Working Conditions:

• Full-time, in-office position with occasional evening or weekend hours for events or programs.
• Ability to lift 25 lbs and assist with program setup as needed.

We ask all our staff to:

• Uphold most current safety/risk management protocols in a caring and fun environment for participants, volunteers, and staff.
• Be a positive representative and ambassador of Eagle Mount Billings programs, events, and activities.
• Commit to continuing education in the adaptive field utilizing internal and external resources to ensure our programs promote growth, empowerment, and improvement.
• Communicate clearly, productively, and respectfully with all participants, parents/families, volunteers, RLM staff and management, and co-workers.
• Consistently uphold and demonstrate the core values of Eagle Mount Billings.

Job Benefits:

• Dental insurance
• Health insurance
• Vision insurance
• SIMPLE IRA Plan
• Generous paid time off and ten paid holidays
• Access to industry pro deals
• Opportunities for continuing education and certification
• Encouraging and empowering work environment

Eagle Mount Billings is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

To Apply:

Please submit a cover letter and resume to lynnm@eaglemountbillings.org with “Office Manager Application” in the subject line. Applications will be reviewed on a rolling basis until the position is filled.

Job Type: Full-time

Pay: $21.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $21 - $25