Executive Assistant

Job Description

Job Description

Missoula Housing Authority (MHA)

MHA is one of the largest public housing authorities in Montana and is recognized as a progressive, forward-thinking agency that creatively implements services and uses innovative development financing. MHA believes access to attainable homes for everyone is a community responsibility and a basic human right. Since 1978, MHA has worked every day to create as many housing options as possible for our community.

MHA’s mission is brought to life by 49 employees and contractors who work with a $30M budget and oversee more than $165M in assets in the Missoula area. MHA is recognized by Missoula Job Service Employers’ Council as the Small Business 2025 Employer of the year.

Position Overview

We're looking for an exceptional Executive Assistant to support our Executive Director. This is not your typical assistant role, this is a strategic, high-impact position at the center of our leadership operations. You'll be a trusted partner, a master of orchestration, and a cultural ambassador, helping drive clarity, connection, and momentum across the company.

The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Job Functions

• Be the Executive Director’s right hand—managing complex calendars, travel, and communications with precision, speed, and discretion.
• Act as a strategic gatekeeper, ensuring the Executive Director’s time is aligned with top priorities and high-leverage opportunities.
• Responsible for logistics for board meetings, investor relations, and leadership team communications.
• Prepare briefing materials, agendas, take comprehensive notes and provide follow-up for meetings and events.
• Handle confidential personal matters with professionalism and care, including travel, scheduling, and vendor coordination.
• Coordinate collection and preparation of operating reports, such as budget expenditures, and statistical records of performance data from the appropriate departments.
• In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member.
• Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
• Complete ad hoc projects as assigned – support projects and initiatives driven by other members of the leadership team as needed.
• Interprets requests, helps implement action, and decides whether the executive should be notified of important or emergency matters as needed.
• Occasionally serve as the Executive Director’s representative at meetings.
• Build strong relationships across the organization and with external partners to ensure seamless execution of initiatives.
• May be other duties added by management as needs adjust and grow.

Physical and Mental Demands :

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is regularly required to sit, stand, and walk; talk or hear, both in person and by telephone; and use hands repetitively to operate, finger, handle or feel office equipment; and reach with hands and arms. The employee is occasionally required to lift up to fifty pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read, interpret and analyze data and information; use math and mathematical reasoning; analyze and solve problems; observe people and situations; learn and apply new information; perform highly detailed work on multiple, concurrent tasks with frequent interruptions; work under deadlines and with changing priorities and interact with managers, clients, representatives of other public, private and social service organizations, volunteers, contractors, employees, the public and others encountered in the course of work. This position requires use of standard office equipment, including personal computers, calculators, copying machines, multi-line telephones, and fax machines. This position may require travel and driving.

Qualifications :

A minimum of a high school diploma, but a bachelor's degree in business or a related field is preferred, along with 3 – 5 years of administrative experience. Key skills required are excellent communication, strong organization and time management, technological proficiency with office software, attention to detail, problem-solving, and the ability to maintain discretion and adapt to change.

Benefits :

Eligible applications must include :

Cover letter addressing position description

Resume

Missoula Housing Authority employment application