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Administrative Assistant

To apply for this position, please submit a letter of interest and resume to jobs@americanprairie.org. American Prairie Reserve is an Equal Opportunity Employer. 

TITLE: Administrative Assistant
DEPARTMENT: Organizational Operations
REPORTS TO: Director of Organizational Operations
SUPERVISES: None
LOCATION: Bozeman, MT
STATUS: Regular Full-time Non-Exempt
GROUP: Core
BENEFITS: Paid Vacation, Paid National Holidays, Paid Sick Days, Paid Volunteer Hours, 401K, Medical Insurance, Flexible Savings or Health Savings Account, Dependent Care Account, Voluntary Vision & Dental, Short-term Disability Insurance, Work Role Provisions, Reserve Lodging Perks, Corporate Discounts.

 This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job descriptions may change to meet the business needs of the organization.

JOB PURPOSE: This key administrative position provides essential support for building our positive public perception and advancing our mission initiatives. The administrative assistant ensures stellar reception and information service as the primary first point of contact for public inquiries to our main phone line and email; acts as the central reservations agent to manage lodging and vehicle booking; and provides fundamental operations process management and project support with emphasis on fundraising and access opportunities for visitors.

PRIMARY JOB DUTIES:

Reception Support (33%)

  • Manage and ensure coverage on main phone line and main email to respond to inquiries, take messages, distribute information, and redirect inquiries to appropriate staff.
  • Provide public assess messaging and participate in the internal public access and recreation committee (PARC).
  • Assess and evaluate public requests for information and comments to identify and share themes, issues, and opportunities with the organization to help inform decisions, develop messaging and prompt continuous improvement.
     

Reservations Administration (33%)

  • Administer the cloud-based reservation system for lodging and Bozeman vehicle use for employees, guests and public.
  • Evaluate reservations and appropriately prioritize bookings based on highest priority and most efficient use.  
  • Administer the public hunting and bison harvest registration and reservation system.
  • Respond to reservation inquiries and process reservation changes including refunds.
  • Assess and evaluate staff and public reservations to identify and share themes, issues, and opportunities with the organization to help inform decisions, develop messaging and prompt continuous improvement.
     

General Support (33%)

  • Act as primary administrator of incoming and outgoing mailing systems and processes including oversight of mailing supplies and equipment and mail and package retrieval, processing, preparation and shipping.  
  • Assist with Bozeman office space and office event management and act as primary organizer of Bozeman staff room supplies including ordering and stocking.
  • Assist in management of internal technology including liaising with IT support; basic IT issue solutions, administering APR’s Google account, and administering iPhone and computer systems and processes.
  • Assist with support for Bozeman based vehicles such as scheduling regular maintenance and repair, cleaning, and stocking of supplies.
  • Assist with various projects and tasks as assigned that may include visitor programming support; event support such as pre-event and post-event materials; and sending gift packages or fundraising support such as donor database entries.
  • Complete clerical duties such as filing, printing, and copying.
     

REQUIRED QUALIFICATIONS:

  • Enthusiasm for and positive representation of American Prairie Reserve’s mission, values and culture.
  • 2+ years related job experience.
  • Exceptional service mentality, positively handles difficult interactions, and thrives on interaction with others.
  • Resilient and adaptable with savvy trouble-shooting and problem-solving skills.
  • Extremely detail oriented and organized with effective time management and prioritization skills.
  • Proactive, motivated, and accountable work ethic.
  • High proficiency in MS office; database software, email software, and Internet research.
  • Excellent written and oral communication skills.
  • Ability to appropriately handle confidential and sensitive information with a high degree of discretion.
  • Ability to walk and drive to complete out-of-office tasks with acceptable driving record and valid driver’s license.
  • Occasional travel.

 

To apply for this position, please submit a letter of interest and resume to jobs@americanprairie.org. American Prairie Reserve is an Equal Opportunity Employer.