Office Manager and Executive Assistant [Helena, MT]

Agency: Big Brothers Big Sisters of Central Montana

Position: Office Manager and Executive Assistant

Location: Helena, MT

Status:            Exempt, Full-Time

Location:        Helena

Supervisor:    Executive Director

Salary:            $35,000 to $40,000

Benefits:         Medical insurance; Simple IRA with 3% employer match, up to 3 weeks paid time off, 12 holidays, flexible scheduling, staff incentive plan.


Job Summary

This position is responsible for managing an efficient and productive office, database management, and providing high level administrative support to the executive director and team.


Requirements, Experience, Skills

  • High School degree or equivalent required, 2 to 4-year college degree preferred
  • Ability to work collaboratively with BBBS staff, board, volunteers, families served, other agencies, business leaders, schools, committees, and community groups
  • Familiarity in navigating various computer applications, including Microsoft Office 365, Adobe Creative Suite, WordPress (or equivalent platform), and social media platforms
  • Experience in donor database software
  • Excellent verbal and written communication, planning, and organizational skills
  • Willing and able to work irregular hours and have a flexible work schedule
  • Willing and able to use personal vehicle for local travel on agency business, mileage reimbursement provided; and
  • Must hold a valid driver’s license and proof of vehicle insurance.


Areas of Responsibility

Office Management

  • Maintain organization financial records and serve as first point of contact for incoming communications and office visitors
  • Coordinate bookkeeping activities with bookkeeper and assist with annual audit
  • Maintain vendor and grant files
  • Order and maintain inventory of office supplies and materials
  • Provide support to management and board for annual policy review
  • Onboard new employees with required new hire paperwork and orientation

Database Management

  • Maintain donor database and generate reports as required
  • Prepare and execute mailings for program and fundraising operations
  • Enter data for incoming donations and process thank you letters

Administrative Support

  • Provide administrative assistance to executive director and other staff as needed including coordination of the annual fundraising campaign and agency events
  • Prepare meeting materials including minutes, mailings and presentations as requested
  • Assist with marketing and website updates
  • Coordinate board and board committee meetings including scheduling, creating meeting packets, managing logistics and sending reminders

To apply for this position, email cover letter, resume, and 3 references to