Purpose and Scope of Position
Under the direct supervision of the Office Manager, this position provides administrative and operational support for Corporate Services and the general office functions for WDS Corporate Headquarters. In addition to filing and scheduling, performs duties such as front desk administration, phone management, data entry, coordination of meetings, obtaining supplies, coordinating direct mailings, and working on special projects within Corporate Services and other key corporate divisions.

In addition, completes clerical and administrative tasks for the Bozeman HQ office at large. Their main duties include welcoming and directing visitors, coordinating meetings and appointments, and performing clerical tasks, answering phones, and responding to emails. This position deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.
This position's time will be primarily allocated to the front desk location, with other in house and external functions as assigned - errands, mailing, and event support, etc.

Organizational Relationship
This position reports to the Office Manager and at times, the VP of Corporate Services. In addition, is responsible for communicating effectively with other staff within and outside the corporate headquarters.

Duties and Responsibilities
* Schedules and organizes complex activities such as meetings, travel, conferences, and department activities as needed
* Scans/retrieves information from files when needed
* Data entry for expenses and billing
* Answers phones and takes messages or fields/answers all routine and non-routine questions
* Works in cooperation with other assistants to cover phones
* Supports the ordering and stocking office supplies
* Incoming and outgoing mail/ including operating shipping - postage for front desk parcels
* Supporting and monitoring weekly kitchen maintenance by department
* Assists with scheduling and coordinating internal office cleaning
* Assists with event coordinating and planning (i.e., working lunches & company parties)
* Assists with scheduling and booking CS staff travel and hotel accommodations
* Covers reception area and/or Office manager/being back up for that person to ensure coverage during normal business hours
* Work alongside Facilities to monitor cleaning and maintenance of building
* Work alongside Warehouse to direct and coordinate all deliveries and pickups, when in the absence of warehouse or facilities staff

Entry/Security
* Serves visitors by greeting, welcoming, and directing them appropriately
* Notifies company personnel of visitor arrival
* Supports security and emergency response protocols
* Informs visitors of company security procedures and ensures WDS employee chaperone
* Directs visitors by maintaining employee and department directories
* Maintains security by following procedures, monitoring logbook, and issuing visitor badges
* Keeps a safe and clean reception area by complying with procedures, rules, and regulations
* Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
* Contributes to team effort by accomplishing related results as needed

Additional Duties
* Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy - via. Employee Engagement Committee
* Manage agendas, travel plans and appointments for upper management within Corporate Services
* Support bookkeeping and budgeting procedures within the office budget and Corporate Services
* Create and update databases and records for onboarding, office procedures, personnel, and other division administrative records
* Submit reports and prepare proposals and presentations as needed
* Assist internal and external colleagues whenever there is an opportunity to do s

Basic Qualifications (i.e., education, certifications, years of experience, etc.)
* High school diploma or general education degree (GED) required
* 1-2 years of relevant experience in an office or professional environment
* Proficient in Microsoft Office Suite and Adobe Acrobat
* Able to type 35-40 wpm minimum
* Strong phone skills
* Demonstrated ability to read, write, and speak English
* Comfortable multi-tasking and prioritizing tasks without guidance
* Excellent interpersonal skills
* Punctual with strong attendance history

Preferred Qualifications
* Associate or Bachelor's degree
* Previous success in office management
* Experience managing budgets and expenses
* Experience developing internal processes and filing systems
* Comfortable handling confidential information
* Ability to adapt to changing situations in a calm and professional manner

Knowledge, Skills, Abilities, & Personality Characteristics
* While performing the duties of this job, the employee is regularly required to talk or hear, and must be able to lift, bend, climb, stand for duration of shift, etc.
* Must be tech savvy and proficient in MS Office applications, particularly PowerPoint and Excel
* Strong verbal and written communication skills; good phone demeanor
* Familiarity with office phone systems, messaging, and voicemail transfer
* Professionalism and ability to maintain confidentiality
* Superb written and verbal communication skills
* Strong time-management skills and multitasking ability
* Takes pride in work that requires both quick turnaround and quality output
* Comfortable switching between independent work and collaborative team efforts
* Positive, energetic attitude; proactive, able to follow directions and get along with others
* Dependable, capable, and ambitious; able to handle multi-tasking
* Well organized; keeps information accessible; manages time well

This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts WDS rights to assign or reassign duties and responsibilities to this job at any time.

Wildfire Defense Systems, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer leaves of absence, compensation, and training.