Executive Assistant

Vapor Technology Association

Baltimore (MD)

On-site

USD 70,000 - 90,000

Part time

14 days+

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Job summary

A nonprofit association in Baltimore is seeking an experienced Executive Assistant to support the Executive Director. Key responsibilities include managing the director's calendar, overseeing communications, and facilitating board engagement. Required qualifications include 5+ years of relevant experience and proficiency in WordPress and financial software. This position is contract-based and offers competitive compensation in a mission-driven environment.

Qualifications

5+ years of experience in executive assistant or project management.
Proven ability to manage multiple competing deadlines.
High level of discretion and integrity in handling sensitive information.

Responsibilities

Manage the Executive Director's calendar and travel arrangements.
Oversee communication management and prioritize issues.
Support fundraising efforts and coordinate with stakeholders.

Skills

Strong organizational skills

WordPress proficiency

Excellent written and verbal communication

Proficiency with financial software

Ability to work independently

Tools

Microsoft Office

Google Workspace

Job description

Pay Range

$70,000.00/yr - $90,000.00/yr

About the Company

The Vapor Technology Association (VTA), the national trade association for the vapor technology industry, is seeking a highly organized and proactive Executive Assistant (EA) to support its Executive Director. This is a mission-critical role designed to relieve the Executive Director of administrative workload and ensure that organizational priorities, projects, and deadlines are consistently executed. For nearly a decade, the Vapor Technology Association has been at the forefront of defending the vapor industry and the rights of adult consumers to choose their preferred alternative to cigarettes. We engage directly with policymakers and the media to shape the future of vaping and nicotine policy in Washington, DC, and throughout the country. Website: https://vaportechnology.org

About the Role

The EA will serve as a gatekeeper, project coordinator, and administrative backbone for the association, working at the intersection of public affairs, regulatory affairs, membership engagement, and fundraising. This individual must thrive in a fast-paced, policy-driven environment, exercise exceptional discretion, and be able to handle sensitive industry and government interactions.

Responsibilities

Executive & Administrative Support
Manage the Executive Director’s calendar, schedule meetings, and coordinate travel arrangements.
Oversee daily email and communication management, ensuring timely responses and delegation where needed.
Act as gatekeeper, controlling access to the Executive Director and ensuring proper prioritization of issues.
Keep minutes of meetings, distribute follow-ups, and track execution of action items.
Maintain and update all contact and mailing lists for board members, members, and industry stakeholders.
File required forms and documentation, including board selection and conflict-of-interest forms.
Board & Member Engagement
Onboard new members and new board members, ensuring all forms and processes are completed.
Drive engagement with board members by providing timely updates, sending invoices, and maintaining consistent communication.
Support planning and execution of board meetings, including materials, reports, and follow-up communications.
Assist in fundraising efforts by drafting and distributing letters, tracking contributions, and supporting event-related fundraising.
Coordinate with bookkeeper on accounts payable and receivable, including issuing invoices and tracking revenue.
Monitor and update cash flow worksheets and provide financial updates to the board.
Assist with preparation of annual filings, including Form 990.
Use and maintain financial software tools (e.g., Bills.com) to manage transactions and reporting.
Communications & Public Affairs
Manage and update the organization’s website (WordPress proficiency required).
Create and schedule social media posts, maintaining a consistent and professional online presence.
Draft, distribute, and track newsletters, talking points, and collateral for members.
Monitor industry and government news daily, flagging critical developments for the Executive Director.
Support public affairs activities, including preparation for regulatory and government meetings.
Event & Project Management
Support logistics for events such as rallies, Hill Days, and fly-ins, including permits, registrations, transportation plans, and branding.
Coordinate with external partners, vendors, and stakeholders to execute advocacy and fundraising events.
Ensure follow-up actions from events and meetings are captured and executed.

Qualifications

5+ years of experience in executive assistant, operations, or project management roles (association or nonprofit experience preferred).
Strong organizational skills with the ability to prioritize and manage multiple competing deadlines.
Proficiency with financial software (Bills.com or equivalent), WordPress (mandatory), and Microsoft Office/Google Workspace.
Experience with social media platforms for organizational messaging.
Excellent written and verbal communication skills.
Ability to work independently, anticipate needs, and demonstrate sound judgment.
High level of discretion, professionalism, and integrity in dealing with sensitive matters.
Must be based in or willing to relocate to the Washington, D.C. metropolitan area.

Required Skills

Proactively manage and execute the association’s administrative and operational workload.
Ensure no deadlines, forms, or follow-ups fall through the cracks.
Free up the Executive Director to focus on strategic legal, lobbying, and policy issues.
Build strong relationships with board members, members, and external partners.

Preferred Skills

None specified.

Contract Terms

This position will be structured as a contract role (1099), initially set for a one-year agreement. The contract may be extended based on performance, organizational needs, and mutual agreement.

Job Details