JOB DESCRIPTION
Executive Administrative Assistant
 
Position:  Yellowstone Boys and Girls Ranch Foundation (Yellowstone Foundation), located in Billings, MT, seeks a person with a passion for helping emotionally troubled children for a long-term, full-time position as an Executive Administrative Assistant to the Chief Executive Officer, Chief Financial Officer, Chief Development Officer and Chief Planned Giving Officer. 
 
Mission:  Yellowstone Boys and Girls Ranch Foundation (Yellowstone Foundation) raises funds and awareness in support of Yellowstone Boys and Girls Ranch (YBGR) of Billings, MT.  YBGR is a non-profit, fully accredited, comprehensive mental health services organization providing psychiatric residential and community-based treatment for emotionally disturbed youth and their families throughout the State of Montana.  Learn more about Yellowstone Foundation by visiting www.yellowstonefoundation.org and about YBGR by visiting www.ybgr.org.   
 
Primary Functions: Provide administrative support to Yellowstone Foundation’s executive officers and their respective departments.
 
Specific Job Functions:
 

1. Acquire, through on-the-job training, a working knowledge of charitable Planned Giving concepts, donor development and fundraising, fund accounting, and the administrative support of these departments.
2. Draft and mail correspondence.
3. Create and maintain donor files including digital database and physical legal files.
4. Calendar and monitor deadlines including probate court proceedings and real estate transactions.
5. Use industry-specific software to produce Planned Giving illustrations and donor presentations.
6. Draft gift substantiation documents.
7. Assist Planned Giving and Accounting departments with preparation and filing of various tax returns and related documents.
8. Assist with creation of marketing materials and tasks such as radio and television production, buys, and placement.
9. Generate donor and professional advisor e-newsletters.
10. Oversee mineral lease offers and maintain mineral records and reports.
11. Assist with real estate closings, title transfers, and similar transactions.
12. Create meeting and seminar presentations.
13. Create and maintain Board of Directors manual; maintain Board contacts, assist CEO with preparation of Board materials.
14. Assist with mail retrieval, sorting and processing, and bank deposits.
15. General office duties include answering the phone, processing documents, and inputting data.
16. Other duties as assigned.   

 
Qualifications:

1. Demonstrated experience in providing administrative support to C-Suite executives or managers in a business office setting.
2. Experience in probate, tax or trust administration a plus.
3. Excellent written, verbal and interpersonal communication skills including customer service.
4. Detail-oriented with the ability to follow through on projects.
5. Excellent organizational skills with the ability to multi-task.
6. Proficient in Word, Outlook, Excel, and PowerPoint.
7. Average typing ability 50-70 WPM.
8. Experience with Adobe Creative, Raiser’s Edge, NetSuite, PG Calc, Crescendo a plus.
9. Aptitude for learning new software and office technology.

 

• Chief Planned Giving Officer, Yellowstone Boys and Girls Ranch Foundation, Inc.

 
Hourly Wage: $26.00- $30.00/hour DOE; plus benefits.
 
Deadline:  The position is open until filled.
 
Application Process:  Submit resume and letter of interest to sara@yellowstonefoundation.org. Applications will be kept confidential.