Executive Assistant

Job Description - Executive Assistant )

Position Title:

About the Montana Veteran Affairs Division

The Montana Veteran Affairs Division (MVAD) is dedicated to serving Montana’s veterans and their families by connecting them with earned federal and state benefits, managing the State Veterans Cemeteries, and providing outreach and advocacy across the state. MVAD works in partnership with federal, state, and local organizations to ensure veterans receive the services and recognition they deserve.

About the Centralized Administrative Services

The Centralized Administrative Services office provides essential operational support to ensure the efficient and effective delivery of services across the division. The office manages core administrative functions such as budgeting, procurement, human resources and information technology coordination, project management, communications, and strategic planning. The office promotes consistency, accountability, and compliance while enabling the bureaus to focus on serving Montana veterans, their families, and survivors.

About the Executive Assistant

The Montana Veteran Affairs Division (MVAD) is seeking a highly organized, professional, and service-oriented Executive Assistant to support the divisions leadership team and centralized administrative operations. This position provides confidential, high-level administrative support to the divisions leadership, helping ensure the efficient coordination of communications, meetings, projects, records, and daily business activities.

The Executive Assistant serves as a key point of contact for internal staff, state agencies, community partners, veterans’ organizations, and members of the public. The successful candidate will exercise sound judgment, discretion, attention to detail, and the ability to manage competing priorities in a fast-paced government environment.

The following items must be submitted with the online state application form to be considered (be sure to mark your attachments as relevant):

Cover Letter

• Provide executive and administrative support to MVAD leadership, Centralized Administrative Services staff and the Montana Board of Veteran Affairs.
• Manage calendars, schedule meetings and travel, prepare agendas and materials, and coordinate follow-up communications.
• Serve as the Division’s travel coordinator by arranging transportation and lodging, maintaining itineraries, processing travel authorizations and reimbursements, and reporting employee motorpool mileage.
• Coordinate meeting and event logistics, including hotel blocks, conference rooms, catering, audiovisual needs, and materials for trainings, conferences, outreach activities, and stakeholder events.
• Partner with the Marketing Specialist on special projects, communications, outreach materials, events, public-awareness activities, and Division publications. Assist the Accountant with administrative and routine financial duties as needed.
• Draft, edit, format, distribute, and maintain correspondence, reports, presentations, meeting minutes, policies, records, and other Division documents.
• Receive and respond to calls, emails, correspondence, and public inquiries; serve as a professional liaison for veterans, families, partners, vendors, and the public.
• Maintain organized records and confidential documents; monitor office supplies and equipment; and identify opportunities to improve administrative processes and workflow efficiency.
• Greet visitors, answer inquiries, and direct visitors to the appropriate person according to their needs.

• High School Diploma or Equivalent
• 2 years of progressively responsible administrative or executive-support experience
• Proficient with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared-file systems
• Other combinations of education and experience may be substituted
• Ability to sit and use a computer/telephone for extended periods;
• Fluctuation in workload may require more than a 40-hour workweek;
• Occasionally lift/carry office materials up to 15 pounds;
• Must have demonstrated ability to work and engage in diverse working relationships within and outside the Department