Executive Administrative Assistant

Job description

Executive Administrative Assistant Bozeman, Montana | Full-Time | On-Site | Exempt Be the trusted operational partner behind executive momentum. Wildfire Defense Systems is seeking an Executive Administrative Assistant who thrives in a fast-moving, mission-driven environment and brings exceptional organization, discretion, follow-through, and communication to every interaction. In this highly visible role, you will support the Executive Team, Legal Department, and Administrative Services Department by helping keep priorities moving, information flowing, and critical work organized. This role is ideal for someone who enjoys being at the center of coordination, solving problems before they become roadblocks, and supporting leaders with professionalism, urgency, and sound judgment. You will manage complex calendars, coordinate meetings and communications, prepare reports and presentations, assist with confidential legal and business matters, and help ensure executive and departmental operations run smoothly. What You’ll Do · Provide high-level administrative support to the Executive Team and Administrative Services Department. · Manage complex calendars, coordinate meetings, organize agendas, capture notes, and follow up on action items. · Prepare correspondence, presentations, reports, and other business materials, including confidential documents. · Support executive outreach, internal communications, and coordination with senior leaders, departments, outside counsel, and external partners. · Prioritize competing requests, anticipate needs, and help move projects from start to finish with clarity and accountability. · Support the Legal Department with document preparation, contract tracking, corporate records, preliminary research, and administrative coordination under the direction of company counsel. · Maintain strict confidentiality and handle sensitive, privileged, and time-sensitive information with professionalism and discretion. · Assist with contract template reviews, contracting workflows, and Salesforce updates to keep stakeholders informed of progress. What You Bring · Bachelor’s degree in business, science, or a related discipline. · At least 2 years of experience in an academic, professional services, consulting services, executive support, administrative, or related environment. · Strong written and verbal communication skills with the ability to interact effectively with executives, managers, employees, clients, and external contacts. · Excellent organizational skills and the ability to manage multiple priorities, deadlines, and confidential matters at once. · Proficiency with Microsoft products and comfort preparing polished documents, reports, and presentations. · Sound judgment, emotional intelligence, professional presence, and a positive, solution-oriented approach. · Ability to work independently, collaborate across teams, and maintain composure in a high-stakes, time-sensitive environment. Nice to Have · Exposure to international business operations or cross-functional environments. · Experience supporting legal, contracting, corporate records, regulatory, or executive-level business processes. · Demonstrated ability to improve workflows, manage deliverables, and support projects in a dynamic organization. · Strong problem-solving skills and the ability to recognize issues, gather relevant information, and recommend practical solutions. Work Environment and Schedule This is a full-time, exempt position based at the National Coordination Center in Bozeman, Montana. This role is on-site and is not remote. The general schedule is 40 hours per week, typically 0900–1800, with flexibility required based on business needs, executive priorities, and project activity. The role requires prolonged periods working at a desk and on a computer and may require lifting up to 15 pounds. Why Join Wildfire Defense Systems? At WDS, our work matters. We operate in a mission-driven, emergency services-oriented environment where preparation, responsiveness, and teamwork make a real impact. As Executive Administrative Assistant, you will play a key role in supporting leaders, strengthening communication, and helping the organization stay aligned, focused, and ready to deliver. About Wildfire Defense Systems, Inc. Wildfire Defense Systems (WDS) is the North American leader in insurer wildfire services, combining professional wildfire consulting and loss intervention services with Qualified Insurance Resources (QIR). Founded in 2001 to fulfill initial-attack assignments for the US Forest Service, the company added professional services support in 2005 and launched wildfire loss- intervention programs for insurers in 2008. WDS Wildfire Loss Intervention Service (WDS Service) applies a comprehensive approach to reducing risk in catastrophic exposure on an industry scale, decreasing the average annual loss (AAL) for our insur er clients, and providing peace of mind to their policy holders during wildfire events. WDS provides these industry - leading services to insurer clients and their policy holders across a 22-state service area.