Montana State University Bookstore Hiring for Executive Assistant to CEO Job at Bozeman, MT Full Time

Overview

Incorporated in 1931, Montana State University Bookstore, Inc. (MSU Bookstore), is a student-faculty owned cooperative that serves Montana State University and the surrounding Gallatin Valley. MSU Bookstore, Inc. is a subsidiary of Crossing the Divide (CTD), a Montana 501(C)(3) not-for-profit organization, dedicated to impacting higher education through lowering the cost of course materials for students.

As part of CTD, the MSU Bookstore seeks to provide the lowest possible pricing on textbooks for our students. This is done through rebating the excess profits of previous years’ sales back to our student owners through aggressive textbook discounting. This ongoing mission has allowed us to be a national leader in offering competitive course material prices to our students.

Each employee of CTD & its subsidiaries is expected to promote an atmosphere of courtesy and respect within the team by demonstrating positive leadership skills that build up the culture of the organization. Some of these skills include such things as collaborative problem-solving, calm, and inclusive speech, and practicing a teamwork mindset over a harsh or authoritative delegation style. It is also a baseline expectation that all CTD employees celebrate our customers by engaging, advocating for, and contributing to the feeling of acceptance and inclusiveness for all subsidiary customers and employees.

Primary Purpose

MSU Bookstore is looking for an executive assistant to support our Chief Executive Officer. The incumbent will manage mostly business-related tasks for the CEO such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly, the successful candidate should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past. Attention to detail, a friendly attitude, and a willingness to prioritize the mission of MSU Bookstore are all essential to successfully supporting the CEO in this role.

Primary Responsibilities

• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Answering phones and routing calls to the correct person or taking messages.
• Answering, preparing, editing, and following up on email communication on behalf of the CEO.
• Handling basic bookkeeping tasks, including preparing expense reports.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Helping prepare for meetings.
• Accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with executives.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Making travel arrangements for executives.
• Performing office duties that include ordering supplies and managing a records database.
• Experience as a virtual assistant.
• Opening, sorting, and distributing incoming faxes, emails, and other correspondence.
• Provide general administrative support.

Requirements

• Proven experience as an executive assistant or other relevant administrative support experience.
• In-depth understanding of entire MS Office suite.
• High school diploma.
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.

Salary information

Commensurate with Experience

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Monday to Friday
• Overtime
• Weekend availability

Ability to commute/relocate:

• Bozeman, MT 59717: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location