Be a part of a dynamic organization making a difference in the Magic City!  We’re looking for an Administrative Assistant to join Billings TrailNet as our newest team member.

The Administrative Assistant provides critical support for Billings TrailNet’s operations, events, and mission-driven initiatives. This role ensures the smooth functioning of office management, event coordination, donor relations, and volunteer management, enabling the organization to advance its trail and active transportation advocacy.

Job Title: Billings TrailNet Administrative Assistant

Work Status: Full-time

Work Schedule: M-F, some evenings and weekends

Hours per Week: 40/

Job Summary

The Administrative Assistant will oversee day-to-day office administration, provide event support, maintain accurate documentation, and support donor and volunteer relationships. The ideal candidate will be highly organized, detail-oriented, and proactive in supporting Billings TrailNet’s programs, events, and committees.

 

Job Duties and Responsibilities

Manage Office (day-to-day)

1. Maintain compliance within the IRS, Federal, and State laws for all employees and contractors.
2. Maintain accurate financial and donor records using QuickBooks and Network for Good, including integration, donation entry, and expense categorization.
   1. Generate invoices and ensure they are matched upon payment.
3. Maintain electronic files in a shared cloud account.
   • Scan and organize electronic files in a cloud storage system accessible to staff.
4. Check mail daily and distribute appropriately.
5. Ensure registrations with platforms like GuideStar, SAM/CAGE, and membership organizations are current.

 

Support Billings TrailNet’s Mission

1. Draft sample letters of support for grant applications and community partnerships.
2. Schedule and organize committee and board meetings, including materials preparation and minute-taking.
3. Monitor grant requirements, document required data and submit grant reports.
4. Add pre-written articles from senior staff to Billings TrailNet website; add graphics
5. Monitor trail-related news, share with staff and assist with website updates and content.

 

Support Volunteer Program

1. Assist in the development and maintenance of our volunteer workforce, including conducting surveys and follow-ups.
2. Update volunteer manual with clear roles and responsibilities.
3. Ensure volunteers sign waivers, agreements, and emergency contact forms.
4. Coordinate volunteer orientation days and trainings.
5. Contact corporate members about volunteer opportunities at least 1 month in advance of needs.
6. Update and maintain the board manual.
7. Order name badges and branded shirts for board members.
8. Coordinate a volunteer appreciation program (gifts, meetings, special kudos).

 

Support Fundraising Program

1. Prepare donor solicitation mailing lists using the Customer Relationship Management (CRM) database and coordinate mailings.
2. Ensure solicitation and follow-up call documents are current and accessible for fundraising committee use.
3. Make follow-up calls to donors who pledge and process donations.
4. Manage donor appreciation, ensuring donors are thanked promptly, and send receipts via CRM software.

 

Support Events

1. Routinely audit the Billings TrailNet inventory. Submit orders in a timely manner and request donations for or purchases for any items needed prior to our main events.
   • Ensure logistics like tables, catering, AV/PA equipment, and materials are confirmed.
   • Maintain event supplies, including drink tickets, membership forms, name tags, and signage.
   • Develop and update promotional materials, displays, and handouts for events.
   • Coordinate silent auction and raffle item pickup and delivery.
2. Communicate meeting reminders to committee members.
3. Ales for Trails Event – Including but not limited to monthly/weekly meetings, community engagement, advertising initiatives, event setup, and event breakdown.
   1. Attend planning meetings and follow up with minutes, vendor contracts and permits needed
   2. Organize and communicate volunteer tasks and materials needed for the event.
   3. Oversee the event setup and teardown, ensuring materials are returned to storage.
   4. Ensure all Corporate Members and Sponsors are delivered their VIP tickets and their banners are installed.

 

Skills and Qualifications

At least 1-2 years with event organization/management. Experience with nonprofit operations and grants encouraged but not required.

1. Proficiency in Microsoft Office Suite, QuickBooks, and CRM databases.
2. Strong organizational and time-management skills.
3. Excellent written and verbal communication skills.
4. Ability to work independently and as part of a team.
5. Detail-oriented with the ability to manage multiple priorities and meet deadlines.
6. Passion for community development and trail-building initiatives.

 

This position is pivotal in supporting Billings TrailNet’s vision of enhancing trails and active transportation in the community.

 

This position requires a combination of office-based work and event coordination, with occasional evening or weekend hours to support events and volunteer activities. A valid driver’s license and reliable transportation are necessary for errands and event logistics.

 

Salary and Benefits

Salaried position, negotiable.

Paid time off: 10 days PTO for vacation, illness, bereavement, and other personal leave PLUS ten (10) Federal Holidays

SEP IRA contribution 3 years after the employee’s hire date.

Couples’ membership to YMCA during the first year.

 

Working hours requirements

Full-time position, typically M-F with some weekend work depending on Billings TrailNet’s needs and events. Hours will increase beyond 40 hours/week during our main events (Ales for Trails, Tour de Fleur and the Membership Appreciation Event).

 

Our mission

Billings TrailNet is a non-profit, 501c3, grass-roots organization whose mission is to promote a complete, community-wide trail system in Billings.

We raise awareness, encourage the use of trails in our community, and raise money to use as matching funds the City of Billings needs to develop more trails.

 

Our culture

At Billings TrailNet, we are passionate about creating trails that allow people to recreate freely and connect people each other. Our team is driven by a shared commitment to improving access to trails and fostering a sense of community through outdoor recreation. We value collaboration, creativity, and inclusivity, empowering every team member to contribute their unique skills and perspectives. As a nonprofit organization, we prioritize transparency and stewardship, ensuring that every dollar raised supports the trails and the people who love them. If you’re excited about making a meaningful impact and working in a dynamic, mission-driven environment, we’d love to have you on our team!

 

To apply please click here.

 

For more information, please contact Kristi Drake at kristi@billingstrailnet.org