Basic Function

Provides high-level administrative support to the Chief Executive Officer and supports governance-related functions connected to the Board of Directors and Executive Committee. Responsible for helping maintain organization, preparation, communication, scheduling, follow-through, confidentiality, and administrative flow within the CEO office.

This is a fully in-office position requiring professionalism, responsiveness, discretion, organization, and strong attention to detail in a fast-paced environment. The ideal candidate is dependable, proactive, organized, can work independently, and capable of creating structure and organization within a dynamic executive office.

Essential Duties and Responsibilities:

Executive Support

• Manage CEO calendar, scheduling priorities, and meeting coordination
• Coordinate executive meetings, logistics, travel, registrations, and itineraries
• Ensure executive meetings and materials are organized and prepared in advance
• Prepare agendas, presentations, meeting materials, and supporting documents
• Attend meetings with the CEO, including internal and external meetings, as requested
• Assist with executive correspondence and follow-up communication
• Draft communications on behalf of the CEO as requested
• Maintain organization of executive files, Teams folders, records, and key documents
• Track priorities, deadlines, action items, and executive commitments
• Help maintain preparation, organization, and flow within the CEO office
• Identify scheduling conflicts, preparation gaps, or follow-up needs
• Other duties as assigned

Board & Executive Committee Support

• Coordinate Board of Directors and Executive Committee meeting logistics
• Prepare and distribute board packets, agendas, and supporting materials
• Maintain board calendars, records, governance documentation, and meeting archives
• Take meeting minutes for:
• Board meetings
• Executive Committee meetings
• Leadership meetings
• Strategic planning sessions
• Internal and external stakeholder meetings
• Maintain records of motions, approvals, and board action items
• Support board communication and governance documentation processes

Administrative Coordination

• Track meeting action items, deadlines, and follow-up requests
• Ensure meeting documentation is completed accurately and distributed timely
• Maintain organized executive and governance records
• Support logistics and coordination for executive and board-level meetings
• Maintain professionalism, preparation, and responsiveness within executive operations

Skills and Abilities Required

• Highly organized and detail-oriented
• Professional and responsive
• Strong written and verbal communication skills
• Manage confidential information with discretion
• Manage multiple priorities in a fast-paced environment
• Strong follow-through and preparation skills
• Must consistently arrive prepared and ready to support executive and board-level meetings
• Executive presence and professionalism required
• Understands that being on time means arriving early and fully prepared

Qualifications

• Minimum of 3–5 years of administrative or executive support experience preferred
• Experience supporting senior leadership, executives, or boards preferred
• Strong meeting minutes and documentation experience
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Proficiency in Microsoft Office Suite, Outlook, Teams, and virtual meeting platforms
• Strong attention to detail and follow-through
• Work effectively in a fast-paced professional environment
• Demonstrated ability to anticipate needs and maintain organization within a dynamic executive environment

Schedule

• Part-Time | Approximately 30 Hours Per Week
• Fully in-office position
• Additional hours up to 40 hours per week may occasionally be required based on board meetings, retreats, executive events, and organizational needs

Paraquad is an equal opportunity employer. All qualified applicants will receive consideration without regard to an individual's sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. We are dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences, and perspectives. Our employees proudly reflect the diversity and ideas of the communities we serve.

Accommodation: If you are unable to use our online application process due to a disability, please contact Barb Cant at 314-289-4200 or bcant@paraquad.org with the nature of your accommodation request.

EMPLOYEE CERTIFICATION

I have read and understand the requirements of the job for which I have applied. I can meet these requirements with or without reasonable accommodations.

Signature ________________________________________ Date _______________________