Job Overview
Position Summary
At Family Tree Nurturing Center, we believe that strong families build strong communities. The Executive Assistant plays a vital role in supporting this mission by ensuring the organization runs smoothly behind the scenes. This role is equally focused on financial stewardship—helping maintain accuracy and accountability through accounts management and coordination with the CPA—and program impact, by supporting the board, leadership, staff, and the daily operations that allow programs to thrive. The ideal candidate is mission-driven, detail-oriented, and eager to contribute to a team working to prevent child abuse and nurture healthy child development.
Key Responsibilities
Financial & Billing Support
- Process accounts payable and receivable in a timely and accurate manner.
- Enter billing and financial transactions into QuickBooks.
- Prepare invoices and track payments, ensuring accuracy and compliance with policies.
- Collect and send financial data and documentation to the organization’s CPA for financial reporting and oversight.
Board & Leadership Support
- Prepare and distribute board agendas, materials, and reports as directed by the Executive Director.
- Record, draft, and maintain accurate board meeting minutes.
- Schedule and coordinate board and committee meetings, including logistics and communications, with all board contact routed through the Executive Director.
- Maintain board records and ensure timely follow-up on action items.
Administrative & Office Management
- Manage calendars, schedule meetings, and coordinate appointments for leadership.
- Serve as primary point of contact for phone, email, and in-person inquiries.
- Maintain organized filing systems (electronic and paper).
- Oversee general office operations, including supplies, equipment, and vendor relations.
- Provide administrative support for special projects and events.
Programming Support
- Provide administrative and clerical support to program staff and leadership as appropriate.
- Assist with recordkeeping, billing, scheduling, and communications to ensure smooth program operations.
- Support compliance and reporting requirements by maintaining accurate documentation.
Marketing & Communications Support
- Assist with posting to social media accounts as directed by marketing staff.
- Provide clerical and administrative support for marketing and communications projects.
- Help maintain mailing lists, databases, and outreach materials.
Other Duties
- Perform other related administrative duties as assigned to support the overall mission of the organization.
Qualifications
- Associate’s degree required; Bachelor’s degree in business, accounting, or related field preferred.
- Minimum 2 years of administrative, accounting, or office management experience.
- Proficiency in QuickBooks and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong organizational and time-management skills, with the ability to prioritize and meet deadlines.
- Excellent written and verbal communication skills.
- Discretion in handling sensitive information and maintaining confidentiality.
- Ability to work independently and collaboratively in a small, mission-driven team environment.
- Passion for strengthening families and supporting children’s healthy development.
Compensation & Benefits
- Competitive hourly wage based on experience.
- Health, dental, and vision insurance.
- Paid time off and holidays.
- Professional development opportunities.
Why Join Us
Family Tree Nurturing Center has been serving children and families in Billings for more than 40 years. As Executive Assistant, you’ll be part of a mission-driven team dedicated to preventing child abuse, supporting parents, and helping kids thrive. Your work behind the scenes will directly strengthen the programs and services that make a lasting difference for families in our community. If you are organized, motivated, and want your skills to have real impact, we would love to have you on our team.
Job Type: Full-time
Pay: $44,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
