The National Aquarium · Maryland · posted today
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 constituents 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. • Support company mission. • Adhere to all organizational and departmental policies and procedures. • Other duties as assigned or required. 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 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 The National Aquarium is a nonprofit organization whose mission is to connect people with nature to inspire compassion and care for our ocean planet. Our compelling exhibits, science-based education programs and hands-on field initiatives engage more than 1.2 million people annually. One of the top three aquariums in the United States and the largest paid cultural attraction in Maryland, the Aquarium generates more than $430 million annually in economic impact to the state. The National Aquarium has hosted over 60 million guests since it opened in 1981. Today, the National Aquarium builds on a history of local, regional and global conservation initiatives that provide real solutions for protecting marine life, ecosystems and aquatic communities. Its Animal Rescue team has rescued, rehabilitated and released hundreds of marine mammals and endangered sea turtles throughout the mid-Atlantic region. Its Animal Care and Welfare teams participate in important research efforts to confront pressing ocean conservation issues and advocate for smarter policies at local, state and federal levels. Through education, research, conservation action and advocacy, the National Aquarium is pursuing a vision to connect a global community of hopeful conservationists, united to restore our planet. How to Apply Interested and engaged applicants should apply through our website http://aqua.org/jobs. Requests for reasonable accommodation can be made by e-mailing HR@aqua.org or calling 410-576- 8532.
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