Administrative Assistant and Board Liaison

• Administrator:  Executive Assistant to the CEO
• Experience Required:  Minimum of three years' administrative support experience, preferably in a nonprofit or higher education setting
• Education:  Associate degree or equivalent
• Overtime Status:  Exempt; not eligible for overtime
• FTE and Benefits:  1.0 FTE; eligible for full employment benefits

MAJOR DUTIES AND RESPONSIBILITIES:

The Administrative Assistant and Board Liaison (“Administrative Assistant”) of the Montana State University Alumni Foundation (“Alumni Foundation”) provides high-level administrative support to the Executive Assistant to the CEO, Leadership Team, and the Alumni Foundation’s Board of Governors to ensure efficient operations of the Alumni Foundation. This position acts as the primary point of contact for board members, coordinating meetings/events, materials, and communications. The role requires exceptional organizational skills, attention to detail, and the ability to maintain confidentiality while supporting the mission of the Alumni Foundation. The Administrative Assistant reports directly to the Executive Assistant to the CEO.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Administrative Support Duties

1. Serve as the primary administrative support to the Executive Assistant to the CEO and Leadership Team.
2. Manage calendars, schedule meetings, and coordinate travel arrangements for the Board of Governors.
3. Prepare, proofread, and edit correspondence, presentations, and reports.
4. Maintain organized files and records, both physical and digital, ensuring compliance with document retention policies.
5. Process expense reports, invoices, and purchase orders in accordance with Alumni Foundation policies.
6. Complete special projects for the Vice Presidents as directed by Executive Assistant to the CEO.

Board Liaison Duties

1. Provide high-level administrative support to the Board with wide latitude for exercising discretion and judgment, including, but not limited to, maintaining the Board’s meeting schedule, coordination of Board communications, and ensuring appropriate follow-up on tasks. Serve as chief liaison between the President & CEO and the Board.
2. Provide executive and administrative assistance to the Alumni Foundation’s Board committees, including the Executive Committee, Investment Committee, Finance Committee, Governance & Audit Committee, and Nominating Committee; the ATI Board of Directors; and the Alumni Engagement Advisory Board, as it relates to communications and meeting preparation and support.
3. Carry out all administrative responsibilities associated with Board and committee meetings.  Ensure that meeting materials are prepared and made available to the board members in advance of the committee and Board meetings, secure venues for Board dinners and special events, communicate details of the meetings to board members, actively attend all meetings, prepare the meeting minutes for the committee and Board meetings, and guarantee that all meeting records and action items are archived in a timely fashion.
4. Coordinate and manage the onboarding, development, and training of Board members, in collaboration with the Chair of the Board and the Executive Assistant to the CEO.
5. Assist with planning and executing Board events (and Alumni Foundation events as necessary), including Board receptions, fundraising initiatives, and campus partnerships.
6. Draft and distribute Board communications, newsletters, and announcements as directed.  Serve as point of contact for Board-related inquiries and ensure timely responses.
7. Coordinate as necessary with the Office of the President and Leadership Team of Montana State University (“MSU”) for meetings and activities that include the President and MSU Leadership.
8. Continuously research board best practices and guide the Board to think proactively. Consider attending Associated Governing Board (“AGB”) Conferences every three to four years.
9. Coordinate with the Executive Assistant to the MSU Innovation Campus to arrange tours of the campus and manage regular reports on the progress of the campus.
10. Affect and maintain a professional, proactive, positive, highly-collaborative, and performance-centric work environment.
11. Perform other duties as assigned by the Executive Assistant to the CEO and Leadership Team.

Duties and responsibilities are subject to change.

SPECIAL SKILLS AND QUALIFICATIONS:

1. Excellent interpersonal skills and the ability to work well with staff, visitors, students, donors, volunteers, and vendors.
2. Strong written and verbal communication skills.
3. Exceptional organizational skills and attention to detail.
4. Demonstrated skills in office management, word processing and spreadsheets, and email/calendaring.
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting platforms (Zoom, Microsoft Teams, Board Effect).
6. Demonstrated ability to exercise initiative and good judgment.
7. Demonstrated ability to maintain confidentiality of records and information.
8. Demonstrated ability to prioritize and multi-task while remaining helpful, pleasant and courteous.
9. Exceptional time-management skills, the ability to remain flexible in daily responsibilities, and the ability to manage multiple projects simultaneously.

BENEFITS:

The MSU Alumni Foundation offers a comprehensive benefit package which includes medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage), 403(b) retirement plan with 7% employer contribution, up to 5 weeks’ paid time-off, 11 paid holidays, tuition assistance and more. 

APPLICATION AND RECRUITMENT:

Qualified candidates should submit a cover letter, a resume, and three professional references online. Recruitment will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience.

The MSU Alumni Foundation is an equal employment opportunity employer.