Executive Assistant

Job Description, Policies & Procedures

The Montana Nursery and Landscape Association (MNLA) is a non-profit based in the agriculture sector, dedicated to providing education and advocacy for Montana’s green industry. Our mission is to provide tools and resources to help the industry succeed. We do this through providing training, resources, and networking opportunities. As a membership-based organization, we encourage our members to strive for professional excellence. Our membership base is approximately 230 companies in the nursery, landscape, arboriculture, and associated fields.

  I.    Job Description

The Executive Assistant provides high-level administrative support to the Executive Director, acting as a key liaison between the Executive Director and internal/external stakeholders. The Executive Assistant administers and coordinates the activities of MNLA in cooperation with the Executive Director, board officers, and members. This includes handling communications, coordinating meetings, preparing documents, and assisting with special projects. This position reports directly to the Executive Director and the MNLA Board of Directors, and assists them with the necessary tasks to fulfill the mission of the MNLA. This position is a remote work position, with regularly scheduled in-person meeting and event attendance required. Travel is required for a minimum of 6 in-person events and meetings at locations throughout Montana.

 II.    Term

The Executive Assistant serves under contract with the Montana Nursery & Landscape Association (MNLA) and is a non‑voting member of the Board of Directors.  The agreement between the Executive Assistant and MNLA is a one-year term, renewable each year. This is a contracted position. The Executive Assistant is not an employee of the MNLA, and is responsible for all tax liabilities for payments received from MNLA under the contracted agreement.

III.    Organization

a.   Authority

                                     i.    The Executive Assistant is directly responsible to the MNLA Executive Director and Board President.

b.   Resignation

                                     i.    The Executive Assistant agreement may be terminated prior to the end of their contract term only upon mutual agreement between MNLA and Executive Assistant.

c.    Dismissal

                                     i.    As the Executive Assistant is hired by contract, such agreement may be allowed simply to expire or be canceled in thirty‑days upon written notice by the MNLA Board President.

d.   Appeal of Dismissal:  Appeal of dismissal must be submitted in writing to the Board of Directors within three (3) months of the dismissal.

 IV.    Duties and Responsibilities

a.   Administrative Tasks:

• Check emails, draft meeting reminders.
• Assemble and mail out appropriate materials as directed.
• Report to Executive Director with progress reports and updates.
• Maintain electronic records of MNLA transactions and correspondence, making such records available to the MNLA Executive Director and President upon request.
• Store MNLA collateral and materials and distribute as requested or directed by the MNLA Executive Director or President.
• Order office supplies as needed.
• Perform website administrative tasks as directed by the Executive Director, including email communications, adding and updating website links, and administrative tasks for online event registration.

b.   Communications:

• Respond to members’ requests and non‑members inquiries in a timely manner as needed or as directed by the Executive Director or Board President.  Responses may be in writing, telephone or electronic transmittal.

• Filter and respond to emails, phone calls, and correspondence, drafting professional replies and communicating important information.
• Draft reports, presentation, letters, and other documents as needed, ensuring accuracy and professional formatting.
• Distribute memos or directives to Board members as directed by the Executive Director.
• Communicate with cooperating agencies or organizations as needed or directed.
• Forward information or advisories to board members, committee and task force chairs as appropriate.

c.    Project and Event Management:

• Support the Executive Director and Board President on special projects, including research, data analysis, and implementation.
• Assist the Executive Director and Board Committee Chairs in coordinating and planning events. This includes meeting attendance, follow-up tasks, creating collateral, professional communications, coordinating of event logistics, and supporting Executive Director in on-site event management.

d.   Meetings:

• Schedule Board and Committee meetings as directed by Executive Director or Board President, assemble and upload meeting documents to online board meeting software, send meeting reminders.
• Prepare agendas, gather necessary materials, and follow-up on meeting action items as directed by the Executive Director and Board President.
• Coordinate catering as directed for in-person meetings and events
• Support Executive Director in coordinating regional Chapter Meetings, including maintaining contact database, meeting communications, and creating meeting materials.

 V.    Time and Financial Commitments

a.   Time Commitment

• The Position of the Executive Assistant requires spending an average of approximately 20-30 hours per week, including travel to regularly scheduled meetings. During preparation for annual events, time commitment may increase to 40-50 hours per week in the weeks leading up to the event.

b.   Reimbursement

• Receipts should be obtained for all expenses incurred in conducting MNLA business and an invoice presented monthly for payment, with a copy sent to the MNLA Executive Director.