Executive Assistant

Visit Annapolis & Anne Arundel County•Annapolis, MD

12d•$55,000 - $65,000•Onsite

About The Position

Visit Annapolis & Anne Arundel County (VAAAC) is a fast-paced, mission-driven destination marketing and management organization. We are seeking a highly organized, proactive Executive Assistant to provide direct support to the leadership team with a strong emphasis on board coordination, executive scheduling, and communications management. This role requires sound judgment, discretion, and the ability to anticipate needs in a dynamic environment.

Requirements

2–5 years of experience in executive support, administrative coordination, or related roles.
Strong organizational and time management skills with exceptional attention to detail.
Proficiency with Microsoft Office Suite including SharePoint and calendar/email management systems.
Position requires occasional evening and weekend availability.

Responsibilities

Manage and prioritize the CEO and COO calendars within an integrated view of executive, board, organizational, and external commitments.
Anticipate scheduling conflicts and competing demands and recommend adjustments to optimize time.
Evaluate incoming meeting requests against organizational priorities and determine appropriate next steps (accept, decline, or delegate).
Prepare briefing materials, agendas, and meeting logistics, anticipating preparation needs and gathering input as needed.
Manage logistics and coordination for two boards and their committees, serving as the primary point of contact for board chairs and committee leads.
Maintain annual board and committee calendars.
Draft and refine board and committee agendas and supporting documents.
Serve as a consistent point of contact for board chairs and committee leads, supporting clear communication and coordination.
Support preparation and distribution of board materials and meeting packets.
Track meetings and minutes, materials, and follow-ups to ensure consistency and continuity.
Maintain an integrated organizational calendar across internal meetings, partner and stakeholder meetings, board activities, and external commitments.
Identify scheduling conflicts or overcommitments and recommend adjustments as needed.
Draft, triage, and manage executive correspondence, including responding to routine inquiries as appropriate.
Manage unsolicited external inquiries and requests, ensuring timely response or redirection.
Provide general administrative support (travel arrangements, reservations, expense reconciliation) related to executive and board functions.
Assist with special projects, research, and initiatives that align with the organization's strategic goals.
Support executive-led marketing and tourism initiatives, ensuring smooth execution as needed.
Coordinate C-suite events in conjunction with the Partnerships team and high-profile engagements as needed.