Information Systems of Montana (ISM)
Job Description
Executive Assistant / Office Coordinator
Reports To: Founder / Finance
Location: Helena, MT (on-site; not a remote position)
Status: Full-Time, Non-Exempt
Compensation: Depends on experience (DOE)
Travel: Minimal; occasional local errands (bank, post office, groceries, client drop-offs/pickups)
Join a growing company that is a regional IT powerhouse.
We're a fast-moving, innovative company changing how Montana businesses operate, and if you want to make a difference as a valued, key member of a fast-growing business while growing your own skills and career, keep reading.
We believe clients can be served better, and that workplaces can offer more freedom and flexibility so employees have room to enjoy life and spend time with their families. We believe we can always get better and be more profitable, too.
If you believe that too, you just might be right for our team.
Working at Information Systems of Montana is demanding, but also flexible, fun, and rewarding. This is a fantastic opportunity to get paid to learn at an innovative company making a difference, contributing to our mission of helping businesses run more productively in a secure environment.
Here's some of what you'll be learning and doing:
Position Summary
Information Systems of Montana (ISM) is a Montana-based managed service provider (MSP) delivering IT support and cyber resilience services to small businesses, including legal, financial, medical/veterinary, manufacturing, and non-profit organizations across the state. We're seeking a highly organized, trustworthy, and adaptable Executive Assistant / Office Coordinator to serve as the operational backbone of our office. This person will be the first voice clients hear on the phone, the hands that keep tickets and supplies moving, and a right hand to the founder on scheduling, email, and select marketing tasks. The ideal candidate thrives on variety, keeps calm under pressure, and takes pride in being the person who makes sure nothing falls through the cracks.
Key Responsibilities
Phones & Client-Facing Support
- Answer incoming calls, greet clients professionally, and route or triage issues appropriately.
- Serve as a welcoming first point of contact for clients, vendors, and visitors.
Help Desk / Ticketing
- Create, update, and dispatch tickets in ConnectWise (or Autotask, as we transition) based on client calls and emails.
- Monitor ticket queues for aging or unassigned tickets and follow up to keep SLAs on track.
- Assist with basic client communication on ticket status and scheduling of technician visits.
Founder Support: Calendar & Email
- Manage the founder's calendar, scheduling meetings, client visits, and appointments.
- Monitor and triage the founder's email inbox; draft routine correspondence for review.
- Prepare the founder for meetings by organizing notes, agendas, and follow-up items.
Purchasing, Receiving & Inventory
- Order hardware, software licenses, and office supplies; track orders through to delivery.
- Receive, log, and stage incoming equipment for technicians and client deployments.
- Maintain basic inventory records and flag reorder needs.
Marketing Support
- Coordinate marketing campaigns with our outsourced marketing team.
- Serve as the internal point of contact for our outsourced marketing and telemarketing vendors.
- Help coordinate events, webinars, or client outreach campaigns as needed.
Office & Financial Administration
- Support light bookkeeping tasks in QuickBooks Desktop (data entry, invoicing assistance, filing) as directed.
- Maintain organized digital and physical filing systems for contracts, vendor records, and client documentation.
- Assist with day-to-day office operations, ensuring a professional, functional workspace.
Qualifications
Required
- 2+ years of experience in an administrative, office management, or executive assistant role.
- Strong phone presence and professional written/verbal communication skills.
- Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams).
- Highly organized, detail-oriented, and comfortable juggling multiple priorities.
- Trustworthy and discreet; able to handle confidential client and business information appropriately, consistent with our cyber resilience standards.
- Willingness to pass a background check and drug test.
- Authorized to work in the United States
Preferred
- Experience at an MSP, IT services company, or professional services firm (legal, financial, medical, or non-profit).
- Familiarity with ConnectWise, Autotask, or another PSA/ticketing system.
- Experience with QuickBooks Desktop.
- Experience supporting a marketing function.
Core Competencies
- Adaptable: comfortable switching between phones, tickets, ordering, and calendar work throughout the day.
- Dependable: shows up, follows through, and owns tasks to completion.
- Discreet: understands the sensitivity of client and financial data in a cyber-focused business.
- Resourceful: solves small problems independently and knows when to escalate.
- Personable: represents ISM well on the phone and in client-facing moments.
Physical & Work Environment
This is an on-site, in-office position based in Helena, MT. Occasional light lifting (up to 50 lbs) is required when receiving equipment and supplies.
Sound like you?
If this sounds like the perfect position for you, we'd love to have you apply!
P.S. You're probably a lot better than you think. We're looking for the right fit, not a perfect resume, and the right person will get the development they need to succeed. It may just be you.
Information Systems of Montana is an equal opportunity employer. This job description is intended to convey information essential to understanding the scope of the role and is not an exhaustive list of duties, responsibilities, or qualifications.
Pay: $18.00 - $22.00 per hour
Benefits:
- Employee discount
- Health insurance
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
Work Location: In person
