Special Assistant

Kiah Earl

Special Assistant to the CEO, COO & CDMO - Hybrid St. Louis

FLSA Status: Exempt
Reports To: COO (dotted-line to CEO and CDMO)
Supervises: None

Position Summary:

Provides high-level executive and operational support to the CEO, COO, and CDMO with a primary focus on travel, logistics, meeting planning, and end-to-end coordination of all volunteer activities.

Essential Responsibilities:

Executive Support

• Manage complex calendars for the CEO; schedule and prioritize meetings, and engagements. Coordinate all travel (air/ground, lodging), create detailed itineraries, and process related expenses.
• Prepare agendas, briefing materials, decks, and meeting packets; capture and track action items.
• Handle executive correspondence, routing, and follow-up with strict confidentiality.
• Support board/committee logistics, including scheduling, materials, and minutes as needed.

Logistics & Planning

• Plan and execute meeting/event logistics (venue, AV, catering, room sets, vendor coordination).
• Maintain organized systems for files, contacts, and key documents; ensure timely follow-through on tasks.
• Coordinate internal/external site visits, donor tours, and special engagements.

Volunteer Program Coordination

• Serve as the central point of contact for all volunteer activities organization-wide.
• Scope, schedule, and staff volunteer projects with internal teams and external partners.
• Manage volunteer communications, sign-ups, orientations, day-of coordination, safety protocols, and supplies.
• Track participation and outcomes; coordinate recognition and post-event follow-ups; maintain accurate records.

Development & Marketing Support

• Support donor/sponsor meetings and events with scheduling, logistics, materials, and on-site execution.
• Coordinate with Marketing on appeals, event collateral and post-event communications tied to all activities.

Administrative

• Process invoices, reimbursements, and procurement related to executive, event, and volunteer activities.
• Perform other duties as assigned by the CEO, COO, or CDMO.

Minimum Qualifications:

• 4+ years of experience in executive administrative support, operations, or event/volunteer coordination.
• Proven skill in calendar/travel management, logistics, and meeting/event execution.
• Excellent written/verbal communication; strong judgment and discretion.
• Proficiency with Microsoft Office/Google Workspace and calendar/expense tools.
• Ability to work occasional evenings/weekends.

APPLY HERE: https://beyondhousing.org/career/special-assistant-to-the-ceo-coo-cdmo/