Executive Assistant

National Aquarium • Baltimore, MD

5d • $58,660 - $71,399 • Hybrid

About The Position

The National Aquarium seeks an Executive Assistant to provide high-level support to the Executive Office, including executive administration, office operations, relationship management, and coordination of special projects. The role serves as a liaison for the constituencies served by the Executive Office and partners with the Board Liaison to support alignment between the Executive Office and the boards of National Aquarium, Inc. and the National Aquarium Foundation.

Reporting to the President & CEO, the Executive Assistant works across the organization to support internal and external stakeholders, including staff, board chairs, donors, community partners, peer organizations, political leaders, media, and visitors. The position supports the CEO and Leadership Team, manages executive priorities and administrative needs, coordinates meetings and travel, maintains Executive Office records, prepares communications and materials, and manages the Executive Office administrative support budget.

Requirements

• A minimum of 6 to 10 years of relevant experience providing complex executive office administration in direct support of a senior executive.
• Strong technical skills and expert-level knowledge of the Microsoft Office suite.
• A bachelor’s degree in business, communications, or a related field.
• Demonstrated experience delivering meticulous executive-level support and serving high-level constituents.
• Ability to work effectively with awareness of political sensitivity and confidentiality.
• Ability to prioritize and make independent decisions regarding Executive Office priorities, understand context, and think strategically.
• Strong project assessment, management, and prioritization skills.
• Proactive, anticipatory support skills and expert information-management knowledge.
• Excellent written and verbal communication, articulation, and listening skills.
• Strong strategic calendar and schedule management skills.
• Knowledge of domestic and international travel coordination and management.
• Problem-solving, relationship management, organization, and attention-to-detail skills.
• Ability to maintain confidentiality.

Nice To Haves

• Experience in a mission-driven or nonprofit organization.
• Experience working with CRMs; knowledge of Salesforce is a plus.

Responsibilities

• Provide broad executive-level administrative support to the CEO, including complex calendar management, correspondence, travel planning, meeting agendas, and document preparation.
• Strategically optimize the CEO’s schedule, keep the CEO informed of commitments and priorities, conduct research, prepare briefings and meeting materials, and communicate on the CEO’s behalf.
• Manage special projects and executive priorities from initiation through completion, including setting priorities, coordinating contributors, tracking deadlines, and escalating risks and decisions.
• Provide administrative support to the Executive Office, including schedule management, communications, meeting planning, resource coordination, and internal and external service needs.
• Manage relationships and service expectations with Executive Office stakeholders and support follow-up actions from meetings.
• Partner with the Board Liaison and Stewardship Manager to support stakeholder engagement for board members and donors.
• Arrange and coordinate meetings for internal and external constituents, working across functions on content, messaging, and presentation needs.
• Design, manage, and maintain Executive Office records to support compliance and accessibility.
• Draft correspondence and prepare reports, presentations, research, and executive documents, maintaining quality, accuracy, clarity, and consistency with the CEO’s voice.
• Support the Leadership Team, including coordinating meetings, work activities, and calendar management; provide administrative support and counsel to SVPs as needed.
• Partner with the Board Liaison on Executive Office input for Board and Committee cycles.
• Manage the Executive Office administrative support budget.
• Support the organization’s mission and comply with organizational and departmental policies and procedures; perform other assigned or required duties.

Benefits

• Four weeks of paid time off.
• Six paid floating holidays.
• Up to four weeks of paid family leave.
• Health care coverage for individuals and families after 30 days of full-time work.
• Conservation day leave.
• 401(k) plan with employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior