Executive Assistant

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.

Key Responsibilities:

Executive Support & Management

• 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.

Board & Committee Coordination

• 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.

Organizational Calendar Coordination

• 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.

Administrative & Office Support

• 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.

Project & Event Support

• 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.

Approach & Working Style

This role requires strong organizational skills, sound judgment, and discretion in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities and working with diverse stakeholders. They are curious and thoughtful in their approach, willing to improve ways of working while exercising judgment about when to seek alignment or confirmation. The successful candidate will thrive in a mission-driven organization grounded in the values of inclusivity, stewardship, and audacity in support of the destination and its stakeholders.

Qualifications

• 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.

Benefits

This full-time, exempt position offers a competitive starting salary ranging from $55,000 – 65,000. In addition, VAAAC offers generous benefits, including 20 days of paid time off, 13 floating holidays, employer-paid (individual) health, vision, and dental benefits, 401(k) plan with 5% match (after 90 days), basic short-term disability and life insurance benefits (after 90 days), Employee Assistance Program, parking benefits and professional development.

Additional Information

Eligible applicants may be subject to a background investigation under federal or state laws and regulations. A conviction is not an automatic disqualification to employment. Erroneous, misleading, or fraudulent information on an application is sufficient grounds for rejection from the hiring process, removal from the list of eligibles, withdrawal of an offer for employment or immediate discharge.

About Visit Annapolis & Anne Arundel County:

Visit Annapolis & Anne Arundel County is a nonprofit, partnership-focused Destination Marketing/Management Organization (DMO). VAAAC’s mission is to foster a welcoming destination and promote tourism on behalf of our visitors, partners, and community. VAAAC is located in historic downtown Annapolis, Maryland at 26 West Street.