Executive Assistant

National Aquarium; Baltimore (MD); Híbrido; USD 59.000 - 71.000; Tempo integral

Benefícios oferecidos por esta vaga

Health benefits

PTO - 4 weeks

Floating holidays

Family leave

Resumo da vaga

The National Aquarium in Baltimore seeks an Executive Assistant to deliver high‑level support to the Executive Office. You will manage the CEO’s calendar, handle confidential correspondence, arrange complex travel, and prepare briefing materials for meetings and external engagements.

You will coordinate cross‑functional support, engage with board chairs, donors, partners, and staff, and help ensure the Executive Office runs efficiently and aligns with organizational priorities.

Qualificações

• Minimum 6–10 years of executive office administration in support of a senior executive, nonprofit preferred.
• Bachelor’s degree in business, communications, or related field.
• Strong technical skills and demonstrated ability to handle confidential information.

Responsabilidades

• Provide executive administrative support to the CEO, including calendar management and correspondence.
• Coordinate complex travel plans, itineraries, and meetings with attention to detail.
• Prepare briefs, summaries, and materials for external engagements and meetings.
• Manage board liaison communications and ensure alignment with organizational goals.

Conhecimentos

Executive support

Calendar management

Travel coordination

Communication

Documentation

Budget handling

Formação

Bachelor's degree in business/communications

Ferramentas

Salesforce

Microsoft Office

Descrição da vaga

Candler
410-576-8532
111 Market Pl
Suite 800
Baltimore, MD 21202, USA

Description

Job Title: Executive Assistant

Posting Date: November 2026

Job Department: Executive Office

Schedule: Full Time

Job Type: On-site/Hybrid

Location: Candler 111 Market Pl Suite 800 Baltimore MD 21202

JOB SUMMARY:

The National Aquarium is seeking an Executive Assistant to provide high-level support to the Executive Office, ensuring consistent executive-level support and office administration. The Executive Assistant provides operational and management support, serves as a liaison and relationship manager for constituencies served by the Executive Office, and partners closely with the Board Liaison to ensure the Executive Office and the Boards of National Aquarium, Inc. and the National Aquarium Foundation operate in seamless alignment.

The Executive Assistant is accountable for engaging with staff, board chairs, donors community partners, peer organizations, political leaders, media, and visitors to ensure an exceptional experience for all, including managing and coordinating special projects as directed.

Reporting to the President & CEO, this position works cross-functionally to provide internal and external support and service.

KEY REQUIREMENTS:

• CEO Executive Administrative Support: Completes a broad variety of executive-level administrative support for the CEO, including managing a complex calendar; composing and preparing correspondence, some of which may be confidential; arranging complex and detailed travel plans, itineraries, and agendas for professional travel; ensuring travel plans are smooth and well communicated; and compiling documents for meetings. Plans, coordinates, and ensures the CEO's schedule is strategically optimized and balanced, with an appropriate level of access to the CEO’s time and office. Tailors organizational methods to the CEO’s work style and recommends best practices for efficiency and executive function. Works closely and effectively with the CEO to keep the CEO well informed of upcoming commitments and responsibilities, follows up appropriately, and performs research as needed. Acts as a barometer by maintaining awareness of issues taking place in the environment and keeping the CEO focused on key priorities. Prepares the CEO for meetings and external engagements through briefings, talking points, background research, and supporting materials. Maps and tracks CEO priorities against organizational goals, protecting time for the work only the CEO can do. Communicates by email, phone, and in person on behalf of the CEO.
• Project Management: Accountable for managing special projects and executive priorities as directed by the CEO, from initiation through completion. Provides task direction, determines priorities, coordinates cross-functional contributors, tracks progress against deadlines, and escalates risks and decisions to the CEO and VP, Strategy. Ensures Executive Office commitments are delivered efficiently and effectively.
• Executive Office: Engages and manages relationships and service expectations to achieve desired results. Attends meetings to provide administrative support and manage follow-up action items as appropriate. Provides administrative support for the Executive Office, including strategic calendar and schedule management, communication, meeting planning, and general internal and external service needs. Anticipates and responds to the needs of the Executive Office relative to upcoming meetings and events; coordinates and manages appropriate resources to address these needs. Tracks and manages priorities to ensure time and attention are focused effectively. Partners closely with the Board Liaison and Stewardship Manager to ensure stakeholder engagement is seamless and well supported for board members and donors.
• Meeting Planning: Accountable for arranging and coordinating meetings for internal and external constituencies by working cross-functionally to determine appropriate content, messaging, and presentation needs.
• Document Management: Accountable for the design, management, and maintenance of Executive Office records to support compliance and ease of access.
• Communication: Provides effective information management, including email, phone, and written communication. Drafts written and verbal correspondence for the Executive Office. Prepares reports, presentations, research, and executive documents that reflect a commitment to quality, accuracy, and clarity in communication. Partners with the Internal Communications team and the VP, Strategy, to ensure the CEO’s tone and voice are consistent.
• Constituent Support: Accountable for supporting the Leadership Team; including coordinating meetings, work activities and calendar management. Provides administrative support and counsel as needed for the SVPs. Partners with the Board Liaison on any Executive Office input required for Board and Committee cycles.
• Budget Accountability: Responsible for managing the Executive Office administrative support budget.

KEY COMPETENCIES:

• Strong ability to assess needs, manage projects and prioritize
• Consistent focus on anticipatory and proactive support
• Expert technical knowledge in full utilization of information management
• Excellent communication abilities, including outstanding written, articulation and listening skills
• Highly adept at strategic schedule and calendar management
• Knowledgeable and efficient at domestic and international travel coordination and management
• Experienced and creative problem solver
• Strong relationship management experience and skill
• Exceptional organizational skills with close attention to detail
• Proven ability to maintain confidentiality
• Support company mission.
• Adhere to all organizational and departmental policies and procedures.
• Other duties as assigned or required.

QUALIFICATIONS:

• Minimum of 6 to 10 years of relevant experience providing complex executive office administration in direct support of a senior executive; experience in a mission-driven or nonprofit organization strongly preferred
• Strong technical skills, expert-level knowledge of Microsoft Office suite
• Experience working with CRMs, specific knowledge of Salesforce a plus
• Bachelor’s degree in business, communications, or a related field
• Demonstrated experience delivering meticulous executive-level support and engaging as a service provider to high-level constituents
• Able to work effectively with awareness of political sensitivity and confidentiality
• Strong ability to prioritize and make independent decisions regarding Executive Office priorities; ability to understand context and think strategically

TOTAL COMPENSATION INFORMATION

Salary range ($58,660-$71,399 annual). National Aquarium provides an excellent benefits package, including four weeks paid time off, and six paid floating holidays and up to four weeks of paid family leave. Employees are eligible for health care (single and family) after 30 days of full-time work. Conservation day leave and 401(k) plan with employer match available.

About the National Aquarium

Established in 1981, the National Aquarium in Baltimore, Maryland, is a nonprofit organization whose mission is to connect people with nature to inspire compassion and care for our ocean planet. The Aquarium’s award-winning habitats are home to thousands of animals representing hundreds of species of fish, birds, amphibians, reptiles and mammals. We are proud to be accredited by the Association of Zoos and Aquariums (AZA) and exceed industry standards in all aspects of animal care and welfare.

More than 1.2 million people visit the Aquarium each year to experience our immersive exhibits, and we reach far more through our science-based education programs and hands-on field conservation work.The National Aquarium is one of the top three aquariums in the United States and the largest paid cultural attraction in Maryland.

Our Mission and Goals

The Aquarium’s mission—to connect people with nature to inspire compassion and care for our ocean planet—begins within the walls of its buildings, but it does not end there. The Aquarium protects, enhances and restores natural resources through education and engagement, habitat restoration, animal rescue and sustainable business practices, with its conservation work guided by three overarching goals—to combat climate change, save wildlife and habitats, and stop plastic pollution.

Our Values

Connection: We take the time to build lasting connections with each other, our guests, the animals in our care and the nature that surrounds us. We communicate clearly and collaborate readily within and across teams. We engage thoughtfully with our partners. We practice shared accountability.

Curiosity: We center learning and growth in all that we do. Our people are empowered to explore new approaches. We support taking risks. We value diverse perspectives and bold ideas. We embrace change.

Optimism: We celebrate the power of positive moments and shared experiences. We seek out opportunities to have fun. We reconnect with our purpose through sharing successes with our colleagues.

Service: We are in service to each other, our guests and our communities. We make intentional decisions and actions for the benefit of the people and animals within our organization.

Wellbeing: We ensure our people and animals have what they need mentally and physically to thrive. We are committed to improving the wellbeing of communities and sharing the healing power of natural for all.

Our Commitment to Diversity, Equity, Inclusion and Justice

National Aquarium values an inclusive and diverse environment for all employees, volunteers, and interns. Our goal is to recruit, develop, and retain the most talented people from a candidate pool representative of the variety of communities we serve. With a commitment to diversity, equity, inclusion, and justice, the Aquarium is proud to be an Equal Opportunity Employer and promotes an environment free from all discrimination and harassment.

In the selection and retention of employees, volunteers, and interns, we do not discriminate on the basis of race, color, religion or belief, national, social, or ethnic origin, ancestry, citizenship status, age, physical, mental, or sensory disability, sex (including pregnancy or childbirth), marital status, veteran status, sexual orientation, gender identity and/or expression, genetic information, arrest record, family or caregiver status, HIV status, socioeconomic status, or any other characteristic protected by applicable federal, state, or local law.

Our organization is dedicated to this policy with respect to all terms and conditions of employment, including but not limited to recruitment, training, promotions, performance management, and separation, and general treatment during time of employment.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.