Overview
Executive Assistant Jobs in Bozeman, MT at Instant Teams
Title: Executive Assistant
Company: Instant Teams
Location: Bozeman, MT
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Virga Capital is a Bozeman, Montana-based real estate investment and development company focused on crafting spaces to better serve and help foster community. From adaptive reuse and historic preservation to public-private partnerships and master-planned neighborhoods, we strive to uphold sense of place and provide live, work, and play opportunities for all. This 100% remote, part-time Executive Assistant will assist and support the CEO and Senior Director of Development in their day-to-day duties. This role has an async schedule but work must be conducted between 9am and 5pm MST. Below are the essential functions and responsibilities of this role:
Day in the Life:
Schedule meetings and appointments for the CEO and Senior Director
Manage and organize CEO and/or Senior Director inbox and calendar activities
Calendar and meeting management for the full team and project calendars
Monthly expense reporting for the CEO and Senior Director
Coordinate virtual meetings/events – internal and external
Schedule travel for CEO and/or any other appropriate employees
Meeting follow-ups and coordination
Attend meetings as needed, take meeting minutes and track any action items or follow-ups
Project management for assigned projects
Conduct assigned research
Organize office logistics and maintenance to include but not limited to maintenance orders, cleaning schedule, ordering of office supplies, etc.
Receive/Send assigned company mail and correspondence
Weekly mail processing
Provide support and coordination to guests and visitors
Develop and maintain office operating SOPs
Dropbox filing support for the team
Coordinate new employee headshots
Order business cards / deck printing requests
Annual business report filing for all entities and other report filing as needed
Coordinate business gifting to internal and external stakeholders
Conference registrations and associated bookings for CEO and Senior Director
Data entry and database management as needed
Prepare communications from the executive team to investors, clients, partners, and team as directed
Other duties as assigned
Tips for Success:
Calendar and meetings management:
Proactively manage the CEO calendar and full team and project calendars, assessing incoming requests for the CEO’s time and balancing priorities in scheduling calls, meetings, and tasks with internal and external stakeholders, with thoughtful stewardship of the CEO’s time and commitments.
Ensure appropriate sequencing and spacing of the CEO’s meetings, including consideration of buffers between meetings or participants across time zones.
Ensure that the CEO has all necessary information for meetings (i.e., synthesize and prepare relevant documentation, coordinate agenda items), take meeting notes and record key takeaways, maintain organization, and share notes with the team as necessary.
Provide logistical support for meetings as needed, e.g., event or meeting planning, confirming meeting space, catering, materials, video conferencing, or other A/V needs.
Communications :
Review incoming correspondence to help flag important items and ensure efficient allocati…
