Administrative Assistant

Mission Statement and Organizational Overview
Healthy Mothers, Healthy Babies (HMHB) is a 501(c)(3), non-profit organization that endeavors to improve the health, safety, and well-being of Montana families by supporting mothers and babies, age zero to three. Since 1984, through programs and partnerships with national, state, and local organizations, HMHB-MT has provided services, advocacy and leadership to improve the health, safety and well-being of Montana’s pregnant women, young children, families and communities through prevention, education, training, and monitoring health and health-related services.  The organization develops and carries out a variety of programs focused on preventing Montana’s most critical issues that impact maternal and child health. To learn more, please visit: www.hmhb-mt.org.

HMHB adopts systemic approaches to improve the health, safety, and well-being of Montana families by supporting mothers and babies age zero to three. HMHB coordinates public health media campaigns, operates an online resource guide and accompanying warmline for families who are expecting or raising children age zero to three, hosts a perinatal mental health conference attended by approximately 250 professionals each year, coordinates meetings and projects for multiple collaborative initiatives, and partners with medical providers and other stakeholders to educate and empower families and providers about issues impacting healthy pregnancies and early childhoods.

Functioning as a strong team, utilizing the philosophy of servant leadership, each team member is empowered to bring their passion, creativity, and innovation to work in an effort to improve maternal and child health in Montana.

Administrative Assistant – Overall Purpose

HMHB seeks an individual to join our team in the role of the Administrative Assistant.  This position manages the daily office duties and provides customer service to HMHB visitors and callers. This position is responsible printing and scanning, answering the HMHB phone line, maintaining filing systems, assisting with scheduling, completing mailings, doing data entry, and assisting team members with clerical tasks related to the programs and operations of the organization.

Key Tasks:

  • Office management
  • Customer service
  • Meeting support
  • Data entry

 Work Related Duties Include:

 Office Management

  • Greet visitors, triage incoming requests, monitor hmhb@hmhb-mt.org email and general voicemail
  • Take notes at staff meetings
  • Office filing
  • Order/purchase items relating to HMHB programs
  • Responsible for an organized, stocked, clean, well-functioning office
  • Responsible for all office supplies, equipment and technology including working with internet, phone, and copier companies
  • Run office related errands from time to time
  • Occasionally accompany other HMHB staff to events or meetings to provide on-site support and help with follow-up from meetings
  • Perform additional duties as needed and directed


  • Provide administrative assistance, including scheduling meetings and taking notes when requested
  • Assist with administrative tasks as needed to ensure HMHB programs run smoothly

Coalitions Work

  • Provide administrative assistance, including scheduling meetings and taking notes when requested
  • Maintain contact lists for coalition members, integrating with other HMHB efforts


  • Assist Outreach Manager as needed to develop and distribute materials


  • Assist in the planning and hosting of training activities, including coordinating with prospective speakers, planning logistics, and other tasks as directed
  • Assist in the planning and hosting of fundraising activities, as directed

Successful Candidates will have:

  1. Proven organizational skills and high attention-to-detail
  2. Willingness to continuously learn, grow, and adapt to meet the needs of a busy non-profit organization
  3. Self-disciplined to follow-up and follow-through
  4. Ability to be a kind and strong team member, valuing quality improvement efforts and supporting team members in a fast-paced work environment
  5. Enjoys providing excellent customer service while working with diverse types of groups, professions, and constituents
  6. Proficiency in Word, Excel, PowerPoint, Outlook, Zoom, and database platforms
  7. Copy editing skills preferred, not required
  8. Basic design and video editing skills preferred, but not required
  9. High School Diploma or GED required, Associates Degree or higher preferred

 Physical and Environmental Demands:

The job requires the ability to work independently, efficiently and exercise good judgment in an office setting and requires sitting or standing for long periods of time, working on various computer assignments with repetitive hand movements and artificial lighting. This position must be able to help carry office supplies or tabling materials from time to time. Additionally, the office is located on the second floor of a building that does not have an elevator.


Based on knowledge, skills, and abilities. Pay range is $14-$19/hour. Additional benefit information available, including PTO, Health Saving Account, and cell phone reimbursement.

How to Apply:
Submit a resume, cover letter, and 3 references in the application fields below.

In the cover letter, please address these questions:

  1. Discuss your experience with the key activities of the position described above and other relevant experience.
  2. Answer the question: How does your identity, values, and/or life experiences relate to the mission of improving the health, wellbeing, and safety of Montana moms and babies?

Applications received prior to January 28, 2022, will be prioritized.


Job Features

ScheduleFull-Time (40 hours/week)
SupervisorExecutive Director
LocationBased in Helena, requires ability to work in office with option for some remote work
SalaryBased on knowledge, skills, and abilities, pay range is $14-$19/hour
BenefitsPTO, Health Saving Account, and cell phone reimbursement

Apply Online

Please upload your resume here.
Please upload your cover letter here.
Please include the names and contact information for 3 references here.

Fields with (*) are compulsory.