Executive Assistant Job at Foundant in Bozeman

About Us

At Foundant and SmartSimple, we empower mission-driven organizations to manage their data, workflows, and impact with our comprehensive software solutions. From grant management and community foundations to process automation and data collaboration, our combined expertise supports a diverse range of organizations - from nonprofits and charitable entities to corporations and governments.

With the recent merger of Foundant Technologies and SmartSimple, we've created a powerhouse of solutions designed to meet the unique needs of organizations striving to make a difference. Together, we're setting new standards in innovation, flexibility, and impact management by helping organizations achieve their missions more efficiently and effectively.

Job Summary: Working closely with the Chief of Staff, the Executive Assistant to the CEO will play a critical role in streamlining the CEO's workflow, managing complex schedules, and ensuring that high-priority tasks and projects are completed efficiently. The ideal candidate will be highly detail-oriented, a strong communicator, and capable of anticipating the needs of the CEO while maintaining discretion and confidentiality.

Key Responsibilities:

• Calendar and Schedule Management:
• • Proactively manage the CEO's calendar, schedule meetings, and coordinate travel arrangements. Ensure the CEO's time is allocated effectively, with priorities clearly identified.
  • Anticipate and resolve scheduling conflicts, ensuring the CEO's time is optimized.
• Communication and Correspondence:
• • Screen and prioritize emails, calls, and other forms of communication for the CEO.
  • In collaboration with Chief of Staff, Draft, proofread, and edit documents, emails, presentations, and other communication materials as needed.
• Travel and Logistics:
• • Organize and coordinate domestic and international travel, including flight bookings, hotel accommodations, and transportation.
  • Ensure the CEO is well-prepared for trips, with itineraries, meeting schedules, and travel logistics well-documented.
• Confidentiality and Discretion:
• • Handle sensitive and confidential information with the utmost professionalism and discretion.
  • In collaboration with Chief of Staff, manage sensitive documents, data, and internal communications related to strategic decision-making.
• General Administrative Support:
• • Handle routine office management tasks, such as coordinating office supplies, filing, and maintaining organizational systems.
  • Assist Chief of Staff, as necessary, in preparing reports, presentations, and meeting decks for board meetings, investor updates, and other strategic initiatives.
  • Assist in planning and executing leadership offsites, team-building activities, and company-wide events, including logistics, vendor management, and scheduling to ensure seamless execution.
  • Coordinate and manage meeting logistics, including scheduling across time zones, preparing and distributing agendas, and capturing detailed meeting minutes to ensure alignment and follow-through on action items.

Qualifications:

• 5+ years of experience as an executive assistant, personal assistant, or in a similar role supporting C-suite executives, preferably in the software, technology, or private equity-backed industries.
• A high level of proficiency in Microsoft Office Suite, particularly Excel and PowerPoint, is required, along with the ability to effectively leverage technology to streamline processes.

Competencies:

• Adaptive Achievement: Achieves results with self-determination, reaching high-quality and timely outcomes while adapting flexibly to changes
• • Handles time pressure and diverse demands with poise, skillfully balancing short-term tasks with long-term projects
• Productive Collaboration: Engages effectively across teams on shared projects and work and supports efficient processes.
• • Contributes to process improvements by identifying opportunities to scale shared ways of working, documenting best practices, and supporting clear communication of changes to colleagues.
• Service Orientation: Delivers proactive, empathetic service by fully understanding and addressing internal and external clients' needs.
• • Adapts communications to ensure messages are clear and clearly understood by diverse audiences with various levels of technical knowledge.
• Business Insight: Develops and applies an understanding of Foundant's business and operations to advance strategic goals and business results.
• • Adapts communications to ensure messages are clear and clearly understood by diverse audiences with various levels of technical knowledge.
• Active Learning: Takes action to grow capabilities and expertise, applying insights to drive performance.
• • Proactively tackles challenges with curiosity and resourcefulness, taking responsibility for finding solutions.

SmartSimple and Foundant are equal opportunity employers, committed to building a diverse workforce that represents the communities we serve. We welcome and encourage applications from all qualified candidates, and will consider all applicants without regard to race, color, citizenship, religion, sex, marital/family status, sexual orientation, gender identity, Indigenous status, age, disability, or individuals who may require accommodation.

SmartSimple and Foundant are also committed to providing accommodations throughout the interview and employment process. Accommodations are available upon request for candidates participating in all aspects of the selection process. If you have accessibility requirements during the recruitment process and require accommodation, please contact hr@smartsimple.com.