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Headwaters Admin


It’s an exciting time at Headwaters Foundation and we’re hiring an Office Manager/Executive Assistant. Read more below about this exciting opportunity.


Office Manager/Executive Assistant
Job Description: November 2018

Download a PDF of the full job description here.



Headwaters Foundation works side-by-side with western Montanans to improve the health of our communities. We provide critical funding for organizations who are working to build resiliency for children and families. We’re looking for someone to work side-by-side with us in our Missoula office to handle the administrative tasks related to working with six dynamic people who are moving fast in different directions everyday toward a healthy and thriving western Montana. We need a unicorn, really, who can anticipate our needs before we do, who can patiently and calmly take care of all the things that help us do our work better. From stocking the coffee to answering the phones to being a thought partner and executive assistant to our CEO and CFO, to being the main liaison with our board of directors, we need someone is passionate about our work, about people and about being a part of a team that cares deeply. We work hard. We play. We laugh. A lot.

If this position sounds like a good stopover until you find a job you can be passionate about, please don’t apply. We want someone who lights up at the thought of running this place with a can-do spirit every day. If you can bring intelligence, poise, attention to a thousand tiny details, a gracious nature all mixed with a little bit of scrappy and a good disposition, we want to hear from you.


About Headwaters Foundation

With more than $100 million in assets, Headwaters Foundation works side-by-side with western Montanans to improve the health of our communities. Our vision is a western Montana where all people, especially the most vulnerable among us, are healthy and thriving. We are community-led and support the fifteen western-most counties in Montana and the Flathead Indian Reservation by funding organizations working to build resiliency for children and families. Visit to learn more about our work.


Position Summary

Headwaters seeks an Office Manager/ Executive Assistant to support the Headwaters team in its efforts to achieve the organization’s mission and strategic goals. Reporting to the CFO, the Executive Assistant/ Office Manager will work independently to handle a wide range of administrative and executive support tasks and ensure smooth day-to-day operations. She/ He must be exceptionally well organized, flexible and enjoy the administrative challenges of supporting an office of diverse individuals. Given the small size of the foundation team, the Office Manager/Executive Assistant will also be expected to be a flexible team player and step into the evolving roles critical to advancing the work and success of the foundation. The Office Manager/Executive Assistant will regularly interact with foundation staff and consultants, grantmaking colleagues, grantees, potential grantees, and community and health care leaders. Through these interactions, the office manager will maintain and enhance a positive image for Headwaters.


Essential Duties and Responsibilities

  • Provide competent, well-organized administrative support to Chief Executive Officer (CEO) and Chief Financial Officer (CFO). Provide limited administrative support to up to two additional senior foundation staff as needed;
  • Provide support on traveling and scheduling for the CEO, CFO and other senior staff as directed by the CEO;
  • Independently manage office operations, including maintaining office supplies, equipment maintenance and troubleshooting, and serve as the lead in relationships with vendors for telephone, internet, office space and office equipment;
  • Serve as the primary liaison to the Headwaters Foundation Board of Trustees on administrative matters, responsible for all board meeting logistics, serve as the trustees’ main point of contact for logistics and administrative concerns, and assists the trustees with arranging additional meetings when needed;
  • Prepare all board and board committee meeting materials;
  • Provide executive support to the CEO, including but not limited to: draft correspondence and documents, file maintenance and support of documenting foundation programming; triage and respond to email, letters, and telephone inquiries; project management, logistical support of executive functions including meeting coordination and logistics; prepare expense reports, etc.;
  • Provide financial support to the CFO, including but not limited to: code invoices and process checks using; provide backup human resources/payroll support; file office and financial transactions, etc.;
  • Serve as back up to Grants Manager for Smart Simple grants management system;
  • Support and maintain office policies and procedures;
  • Performs data entry and supports upkeep of organizational databases;
  • Serve as the initial point of contact for telephone, email, and in-person inquiries regarding the foundation. Answer telephone calls professionally. Provide preliminary information to internal and external callers as appropriate. Triage and appropriately direct inquiries and requests;
  • Work with staff to plan and execute events, such as report releases, conferences and large meetings;
  • Other duties, responsibilities and/or projects as assigned under the direction of the CEO and/or CFO.


Requirements/ Qualifications

  • A minimum of 5-year experience as an Office Manager, Executive Assistant, Administrative Assistant, or related position;
  • Associate degree in a related field required. Bachelor’s degree preferred;
  • Excellent Proficiency with Microsoft Office Suite required;
  • Experience with QuickBooks or related accounting software preferred;
  • Prior experience working with a Board of Trustees/Board of Directors;
  • An overall commitment to excellence in quality of work and outcomes;
  • Track record of adaptability, personal accountability and initiative;
  • Able to successfully multi-task, respond to rapid change, organize, prioritize and meet deadlines;
  • Excellent communication skills, both written and verbal;
  • Attention to detail and ability to work in a dynamic environment;
  • Critical thinking; demonstrates good judgment; good problem solving skills and project management experience;
  • Demonstrated strong organizational skills and attention to detail;
  • Discreet, able to maintain confidentiality;
  • Consumer satisfaction orientation and social perceptiveness;
  • Excellent time management skills; active learning skills and demonstrates initiative;
  • Comfortable with repetitive tasks;
  • A team player.


Salary Range: Commensurate with experience. Excellent benefits package.

To apply, please submit a cover letter and resume to:

Mynor Alejandro Veliz, CFO

Headwaters Foundation

283 W Front St, Suite 301

Missoula, MT 59802

Or email a cover letter and resume to