Executive Assistant to the Director

The Montana Department of Agriculture is accepting applications for our Executive Assistant to the Director. We are looking for an energetic conscientious detail-oriented individual. Position is open until filled with the first review of candidates November 12 2025.

The Montana Department of Agriculture operates more than 30 programs. These include regulatory programs that protect producers consumers and the environment as well as development and marketing programs to foster growth in Montana agriculture. Our agency is serving Montana agriculture and growing prosperity under the Big Sky.

Job Overview:

The Executive Assistant to the Director provides high-level administrative support to the Directors office and executive team ensuring efficient promotion operation and coordination of activities and initiatives. This role requires proactively managing tasks maintaining excellent organizational skills demonstrating attention to detail and handling sensitive information with discretion. The incumbent is responsible for both interagency and Governors Office correspondence as well as with industry organizations state and national addition this position serves as a key liaison to the Directors office internal teams and external stakeholders.

As the Executive Assistant you will:

• Manage and maintain executives schedules including appointments meetings and travel arrangements.
• Prepare and edit correspondence reports presentations and other documents when directed by the executive or other executive Staff members.
• Coordinate and organize meetings including preparing agendas taking minutes ensuring all IT aspects are working and ready and following up on action items.
• Serve as a liaison between executives and internal/external stakeholders ensuring effective communication and timely responses.
• Handle confidential information with the utmost discretion and professionalism.
• Conduct research and compile data to support decision-making processes.
• Legislative support.
• Review and update administrative rules.
• Manage and participate in special projects and initiatives assigned by the executive team.
• Provide general administrative support including answering phones assisting with mail managing emails and maintaining office supplies.
• Coordinate logistics for board meetings leadership retreats and department events.
• Track deadlines deliverables and key projects to ensure timely completion.
• Manage expense reports budgets and vendor invoices.
• Support cross-functional initiatives and act as a point of contact for leadership requests.
• Additional tasks as assigned.

Strategic Support:

• Anticipate executive needs and proactively recommend solutions.
• Conduct research compile data and prepare briefing materials.

Knowledge Skills and Abilities:

• Excellent verbal written presentation and interpersonal communications skills.
• Knowledge or experience in social media and various forms of communications.
• Proficiency with Microsoft Office products.
• Initiative to work in a self-directed and proactive manner.
• Solution driven and ability to problem solve.
• Skills in researching writing and interpreting technical legal and/or ambiguous information.
• Maintains confidentiality as this position has frequent contact and access to confidential personnel information.
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality work output.
• Adapts to changes in the work environment manages competing priorities and can deal with frequent change short deadlines delays or unexpected events.
• Compose and prepare correspondence of an official and sensitive nature.
• Develop and prepare materials for meetings conferences and events.
• Ability to quickly learn Agency programs and functions.

Minimum Qualifications:

• Two (2) year job-related college or vocational training.
• Three (3) years related work experience in clerical and administrative field.
• Other combinations of education and experience will be considered on a case-by-case basis.

Benefits:

Your paycheck is just part of your total compensation package! Upon date of hire employees working at least half-time for more than six months are eligible for state paid premiums toward employee core medical dental and basic life insurance coverage. Employees earn 15 working days of annual leave 12 days of sick leave and 10-11 paid holidays each year. Membership in a Retirement System - vesting criteria applies. Public Service Loan Forgiveness (PSLF) Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.