Executive Assistant

Visit Annapolis & Anne Arundel County (VAAAC) is a 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.
• 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 visibility into the organization-wide calendar, including internal meetings, partner and stakeholder commitments, board activities, and major events. Identify conflicts and potential scheduling issues and coordinate with relevant staff to resolve them.
• Identify scheduling conflicts or overcommitments and recommend adjustments as needed.

Administrative & Office Support

• Draft, triage, and manage executive correspondence, ensuring timely response or redirection.
• Provide general administrative support (travel arrangements, reservations) related to executive and board functions.

Project & Event Support

• Provide administrative and coordination support for executive-led projects and initiatives, including the destination master plan and affiliated Foundation activities.
• Assist and/or coordinate research, meeting preparation, event logistics, and follow-up 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

• At least 3 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 365, including Outlook and SharePoint.
• Position requires occasional evening and weekend availability.

Benefits

This full-time, exempt position offers a competitive starting salary ranging from $65,000 – $75,000 based on experience. In addition, VAAAC offers generous benefits, including 20 days of paid time off, 13 floating holidays, health, vision, and dental insurance with employer and employee contributions; 401(k) retirement plan with 3% 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

Employment may be contingent upon the successful completion of any required pre-employment screenings, including background checks, in accordance with applicable federal, state, and local laws. A criminal conviction does not automatically disqualify an applicant from employment; each situation will be evaluated on an individualized basis consistent with the requirements of the position and applicable law. Any false statements, material omissions, or misrepresentations made during the application or hiring process may result in disqualification from consideration, withdrawal of a conditional offer of employment, or termination of employment.

About Visit Annapolis & Anne Arundel County:

Visit Annapolis & Anne Arundel County is a nonprofit, partnership-focused organization. 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.