Executive Assistant to the CEO

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.

Essential Duties and Responsibilities

• Manage CEO calendar, scheduling priorities, and meeting coordination
• Cook up 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
• Aid in 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

• Cook up 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

• Hightly 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.