Executive Assistant

National Aquarium • Baltimore, MD

4d • Hybrid

About The Position

The National Aquarium is seeking an Executive Assistant to provide high-level support to the Executive Office, including executive-level administrative, operational, and management support. The role serves as a liaison and relationship manager for constituencies served by the Executive Office and partners closely with the Board Liaison to align the Executive Office with the Boards of National Aquarium, Inc. and the National Aquarium Foundation. The Executive Assistant engages with staff, board chairs, donors, community partners, peer organizations, political leaders, media, and visitors, and coordinates special projects as directed.

Reporting to the President & CEO, the position works cross-functionally to provide internal and external support. Responsibilities include managing the CEO’s complex calendar, communications, travel, meeting preparation, and priorities; managing special projects; coordinating Executive Office operations, meetings, records, and stakeholder support; supporting the Leadership Team and SVPs; and managing the Executive Office administrative support budget.

The role is based in Baltimore, Maryland, with an on-site/hybrid work arrangement. The position is full-time. The stated annual salary range is $58,660–$71,399.

Requirements

• 6 to 10 years of relevant experience providing complex executive office administration in direct support of a senior executive.
• Bachelor’s degree in business, communications, or a related field.
• Strong technical skills and expert-level knowledge of the Microsoft Office suite.
• 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 ability to assess needs, manage projects, and prioritize.
• Proactive, anticipatory approach to support.
• Expert technical knowledge in information management.
• Excellent written, verbal, articulation, and listening skills.
• Strong strategic schedule and calendar management skills.
• Knowledge of and efficiency in domestic and international travel coordination and management.
• Problem-solving ability and strong relationship management skills.
• Exceptional organizational skills and close attention to detail.
• Proven ability to maintain confidentiality.

Nice To Haves

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

Responsibilities

• Provide broad executive-level administrative support to the CEO, including managing a complex calendar, preparing correspondence, coordinating travel, and compiling meeting documents.
• Strategically optimize and balance the CEO’s schedule, manage access to the CEO’s time, and tailor organizational methods to the CEO’s work style.
• Keep the CEO informed of commitments and responsibilities, follow up as appropriate, conduct research, and maintain awareness of relevant issues and priorities.
• Prepare the CEO for meetings and external engagements with briefings, talking points, background research, and supporting materials.
• Map and track CEO priorities against organizational goals and protect time for work that only the CEO can do.
• Communicate by email, phone, and in person on behalf of the CEO.
• Manage special projects and executive priorities from initiation through completion, including directing tasks, setting priorities, coordinating contributors, tracking deadlines, and escalating risks and decisions.
• Provide administrative support for the Executive Office, including calendar and schedule management, communications, meeting planning, and internal and external service needs.
• Attend meetings, provide administrative support, and manage follow-up action items as appropriate.
• Anticipate needs for upcoming meetings and events and coordinate appropriate resources.
• Partner with the Board Liaison and Stewardship Manager to support stakeholder engagement for board members and donors.
• Arrange and coordinate internal and external meetings, working cross-functionally on content, messaging, and presentation needs.
• Design, manage, and maintain Executive Office records to support compliance and accessibility.
• Draft written and verbal correspondence and prepare reports, presentations, research, and executive documents.
• Partner with the Internal Communications team and VP, Strategy, to maintain consistency in the CEO’s tone and voice.
• Support the Leadership Team by 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, follow organizational and departmental policies and procedures, and perform other duties as assigned or required.

Benefits

• Four weeks of paid time off.
• Six paid floating holidays.
• Up to four weeks of paid family leave.
• Health care coverage for single and family plans 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