Montana Conservation Corps

Executive and Development Coordinator

Job Locations US-MT-Bozeman
Posted Date 6 months ago(2/10/2020 11:29 AM)
# of Openings
Wage Type
USD $17.00/Hr.


Position Overview:

The Executive and Development Assistant provides high-level administrative support to the President/CEO, including supporting MCC’s fund development efforts, and also coordinates the front office management of the MCC state office in Bozeman. Duties include oversight of information flow; handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings, drafting the weekly internal Field Notes newsletter for the CEO, conducting research, preparing written and statistical reports, databasing donor information and processing gifts. The Executive and Development Assistant is the first contact between the MCC and the general public and is responsible to project a positive image.


$17 hourly wage; Full-time, non-exempt (qualifies for overtime)

Health/dental insurance available Year-Round with 10% employee contribution for individual

Paid holidays 

Paid vacation and sick leave

401K retirement plan with 5% employer match after one year

Travel/lodging reimbursement and per diem for all work related travel


Executive Support Duties

  • Coordinate CEO daily calendar for appointments, grant reports, etc.
  • Plan appointments, meetings and events
  • Arrange Board of Directors meeting packets and logistics with President/CEO
  • Write, proofread, develop content, and/or edit agency reports, correspondence and grant reports
  • Edit or build Powerpoints for board meetings, including editing content and creating graphs in Excel.
  • Record, type and distribute minutes for Board of Directors, and Leadership Team meetings
  • Make travel arrangements for executive team and occasionally staff and board members
  • Assist as needed in data basing information into Salesforce database and extracting data for reporting
  • Draft and send weekly Field Notes to board and staff highlighting projects, partners, members, and accomplishments of the organization.


Development Duties

  • Assist with the planning, development, implementation of fundraising and donor cultivation events
  • Support MCC’s participation in external donor giving campaigns
  • Process, record, and manage donor and gift information utilizing the Salesforce CRM
  • Produce and mail thank-you letters for gifts
  • Compile necessary materials for and assisting in the completion of grant applications and reports
  • Participate in regional stewardship events
  • Support the MCC Fund Development Team with other functions as assigned


Office Coordination

  • Greet visitors and route to appropriate party
  • Answer incoming phone calls in a professional demeanor and direct calls to appropriate party
  • Maintain phone system, including checking messages daily and update outgoing message as needed
  • Organize general office tidiness, clean up and recycling, delegate monthly responsibilities to staff
  • Ensure adequate postage for general office use on both postage machine and stamps as needed
  • Coordinate needed building maintenance with landscapers, electricians, and plumbers
  • Manage and distribute incoming correspondence, including faxes and emails. Prepare outgoing mail
  • Operate, maintain and troubleshoot phone system, copier/printer/fax machine and postage machine
  • Oversee paper flow to and from state office including regular mailings to regional offices
  • Maintain incoming check log, restrictively endorse incoming checks, prepare and perform deposits
  • Assure proper inventory of office, kitchen, and bathroom supplies
  • Maintain listing of staff birthdates and distribute email notice to staff
  • Run errands for events or general office needs
  • Support the recruitment and Admissions team with application processing and member file creation
  • Coordinate maintenance of state vehicles with outside vendors
  • Schedule Zoom calls for staff
  • Respond to general emails




  • Proven administrative work experience or similar role
  • Strong communication skills (via phone, email and in person)
  • Demonstrated and experienced written communication
    • Experience using office equipment, including printers and fax machines
    • Familiarity with Google calendar and cloud systems
    • Proficient computer skills, including Microsoft Word, Excel, Google apps, and Internet
    • Experience with databases, Salesforce desirable
  • Excellent organizational skills with an ability to think proactively, meet deadlines and prioritize work
  • College degree
  • Familiarity with Canva or InDesign
  • Ability to appropriately manage confidential information



  • A valid driver’s license and ability to be insurable per MCC parameters.

While this position description describes the general nature and level of work being performed by people assigned to this position, it is not an exhaustive list of all responsibilities, duties, and skills required. All Montana Conservation Corps positions may be required to perform duties outside of their normal responsibilities.


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