Montana Jobs

facebook youtube linkedin
Mobile Montana Labor & Industry Mobile Logo

Job Information

WESTERN MONTANA AREA 6 AGENCY ON AGING Executive Assistant and HR Specialist in POLSON, Montana

Western Montana Area VI Agency on Aging in Polson is hiring an Executive Assistant and Human Resources Specialist. Wage is $18 per hour. The Executive Assistant and HR Specialist provides high-level administrative support to the executive team and assists with human resources functions. This role involves managing calendars, coordinating meetings, handling confidential information, employee benefits, onboarding and other HR functions. Key Responsibilities: 1. Administrative Support: -Manage the Executive Director's schedule, coordinate meetings. -Prepare and distribute correspondence, reports, and presentations on behalf of the Executive Team. -Maintain filing systems and ensure documents are organized and accessible. -General office management, ordering supplies, coordinating services. 2. Communication and Liaison: -Serve as the primary point of contact for the Executive Director, screening and directing phone calls, emails, and visitors. -Communicate on behalf of the ED with internal and external stakeholders, including board members, staff, donors, and partners. 3. Meeting Coordination: -Coordinate and prepare materials for board meetings, committee meetings, and other internal meetings. -Take minutes during meetings and prepare minutes/summaries or action items as needed. 4. Project Management: -Assist with special projects and initiatives as assigned by the Executive Director. -Coordinate with other staff members to ensure projects are completed on time and within budget. 6. Information Management: -Maintain confidentiality of sensitive information and ensure data protection policies are followed. -Manage databases and information systems to track contacts, donors, and other relevant information. 7. HR Support: -Assist with the recruitment process, including posting job openings, screening resumes, and scheduling interviews. -Coordinate new hire onboarding process, including preparing offer letters and conducting orientation. -Handle employee relations matters, including investigations, disciplinary actions, and conflict resolution. 8. Benefits Administration: -Assist with benefits administration, including enrollment, changes, and inquiries. -Coordinate employee benefits initiatives. Qualifications: -Previous experience in an administrative role, preferably supporting senior executives. -Excellent organizational and time management skills. -Strong written and verbal communication skills. -Proficiency in Microsoft Office Suite and other relevant software. -Ability to handle multiple tasks and prioritize work effectively. -Discretion and ability to maintain confidentiality. Additional Skills: -Knowledge of nonprofit organizations and/or the specific industry of the organization. -Familiarity with fundraising principles and practices (for nonprofit organizations). -Experience working with boards of directors or governing bodies. -Professional demeanor and strong interpersonal skills. -Previous experience in an administrative role, preferably in human resources. -Strong organizational and time management skills. -Excellent written and verbal communication skills. -Proficient in Microsoft Office Suite. -Ability to maintain confidentiality and handle sensitive information with discretion. 4. Training and Development: -Coordinate training sessions and workshops for employees. -Maintain training records and track employee development progress. -Ability to multitask and prioritize tasks in a fast-paced environment. -Strong attention to detail and accuracy. -Ability to work independently and as part of a team. -Knowledge of labor laws and regulations. -Professional certification in human resources (e.g., SHRM-CP, PHR) is a plus.