Office Manager & Executive Assistant

The first application review will be conducted on July 9, 2026, and the position will remain open until filled. You must apply through the State of Montana Careers site.

Applicants please remember to attach the required documents listed in this announcement:

• Resume

• Cover letter

Applications missing the required documents will be considered incomplete and may not progress further in the process. Documents not requested will not be considered.

About the Montana Arts Council

The Montana Arts Council (MAC) is the state agency dedicated to developing the creative potential of all Montanans. We work to advance education, spur economic vibrancy, and revitalize communities through the power of the arts.

The Opportunity

We are seeking a proactive, highly organized Office Manager & Executive Assistant to serve as the operational backbone of our small, dynamic team. In this central role, you will champion efficiency across our agency, managing vital workflows for grants, programming, accounting, and general office functions, while providing direct executive support to our Executive Director.

If you have a keen eye for detail, strong organizational skills, and a knack for bookkeeping, we want to hear from you.

Key Responsibilities

• Executive Support: Provide direct administrative and project-tracking support to the Executive Director.
• Grant Coordination: Manage workflows, tracking, final reports, payments, and award documentation using MAC's Grant Management System (GMS).
• Financial & Payroll Administration: Verify invoices, process accounts payable/receivable, prepare payroll reports, and enter data into SABHRS in compliance with state accounting standards.
• Office Operations: Oversee day-to-day procurement, office supplies, and central communications (phone, email, and mail).
• Event Planning: Plan, coordinate, and support logistics for semi-annual Council meetings (including occasional travel), ceremonies, and special events.

Qualifications & Skills

To thrive in this role, you should possess a mix of the following education, experience, and technical skills:

• Experience: Equivalent to an associate degree and/or 3 years of office administration experience, including hands-on computer and bookkeeping work.
• Technical Aptitude: Proficiency with general office software (Word, Excel, Outlook) is required. A strong ability to quickly learn new state technologies (such as SABHRS and GMS) is essential.
• Core Competencies:
• Understanding basic accounting and payroll practices.
• Strong verbal and written communication skills.
• Exceptional accuracy in typing, filing, data collection, and archiving.
• A track record of building positive, professional working relationships.

Preferred Qualifications (A Strong Plus):

• Experience working within SABHRS.
• Strong Excel skills.