Executive Administrator

Executive Administrator

The Opportunity

Visit Annapolis & Anne Arundel County is seeking a highly organized detail-oriented and proactive Executive Administrator to support our CEO and leadership team. This pivotal role ensures smooth operations across executive scheduling board governance and organizational coordination. The Executive Administrator requires adaptability confidentiality and the ability to work collaboratively with internal and external stakeholders. If youre a master of multitasking thrive in dynamic environments and value confidentiality and collaboration we want to hear from you!

About Us

Visit Annapolis & Anne Arundel Countys mission is to foster a welcoming destination and promote tourism on behalf of our visitors partners and community. Fueled by lodging taxes cooperative advertising and grants we position the region as a premier destination for vacations meetings sports and group travel.

We follow a hybrid schedule including an Anchor Day on Wednesdays dedicated to in-office collaboration. The Executive Administrator reports directly to the Chief Executive Officer.

Learn more about impact at .

Think this aligns with your strengths Keep readingwed love to hear from you!

Key Responsibilities

Executive Support (50%)

• Calendar Management: Proactively manage the CEOs calendar including scheduling internal and external meetings appointments presentations media and strategic engagements and anticipate time allocation for priorities maintaining a balance across competing requests.
• Expense Management: Prepare track and submit expense reports for both the CEO and COO in a timely and accurate manner. Ensure all expenses are processed according to organizational policies.
• Travel Coordination: Handle all aspects of the CEOs travel (local and non-local) logistics and arrangements as needed to ensure efficient and economical travel experience.
• Meeting Coordination: Help facilitate smooth and effective meetings by anticipating the CEOs meeting preparation needs gathering information from staff organizing materials and preparing or coordinating presentations. Proactively follow up on meeting actions in the organizations customer relationship management system ensuring all deliverables are tracked and addressed promptly.
• Correspondence and Communication: Draft proofread and review business communications and reports. Ensure effective and timely communication between CEO COO internal teams and external stakeholders.

Governance Support (35%)

• Board & Committee Scheduling: Coordinate all aspects of Board meetings and committee meetings including scheduling preparing agendas distributing meeting materials and ensuring all logistics are in place.
• Document Preparation: Assist in preparing and distributing board packets reports and presentations. Maintain board records and ensure they are up to date.
• Minutes & Follow-Up: Attend board and committee meetings as required to draft minutes and track action items. Ensure timely follow-up on tasks and projects.
• Relationship Management: Foster strong relationships with Board members committee chairs and other key stakeholders serve as a point of contact for governance-related inquiries and recommendations.

General Administrative Support (15%)

• Multi-Tasking: Manage and track a variety of tasks across multiple departments to ensure efficient operations.
• Meeting Planning: Plan and execute various organizational events and meetings with attention to detail from logistics to post-event follow-up.
• Support Senior Leadership: Provide administrative support to the CEO COO and leadership team on special projects and initiatives.
• Occasional evening and weekend availability is required for meetings and events.

Qualifications

• Experience: Preference for 3-5 years of executive-level administrative experience with a strong background in governance and board management.
• Skills:
  • Exceptional organizational and time-management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Strong written and verbal communication skills with a keen eye for detail and professionalism.
  • This position requires the ability to anticipate the needs of the CEO demonstrate strong initiative and work independently with minimal supervision.
  • High-level proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiarity with project management and customer relationship management (CRM) software. Note: Visit Annapolis & Anne Arundel County uses Smartsheet for project management and SimpleView as the CRM but other experience and software applies.
  • Experience drafting business correspondence reports and documents.
  • Discretion and the ability to maintain confidentiality in handling business-sensitive information.
• Commitment: To the organizations vision mission and values.
  • Vision: Travel transforms lives.
  • Mission: To foster a welcoming destination and promote tourism on behalf of our visitors partners and community.

o Values: Inclusivity stewardship and audacity.

Salary & Benefits

This full-time exempt position offers a competitive salary range of $65000$75000 along with a generous benefits package:

• 20 PTO days 13 floating holidays
• Employer-paid individual health dental and vision coverage
• 401(k) with 5% match (after 90 days)
• Short-term disability and life insurance (after 90 days)
• Employee Assistance Program
• Vacation stipend parking benefits and professional development support

Ready to make an impact in a vibrant mission-driven organization Apply today!

TO APPLY:

VAAAC will begin reviewing applications immediately and will continue until the Executive Administrator is filled. For full consideration applicants MUST submit the following in a Word Document:

• Letter of interest: Please share how your experience and skills will empower you to support VAAACs mission and drive our strategic initiatives as Executive Administrator.

• Professional Resume.

Who We Are:

VAAACs vision is nothing short of transformative creating a visitor experience that surpasses expectations with holistic and intentional strategies. We create dynamic opportunities for our partners through tailored marketing initiatives as well as focus on increased accessibility and mobility across the entire region. Our team collaborates with the communityelected officials tourism partners and other stakeholdersto enhance experiences for visitors residents and partners. We develop new tourism opportunities.

Visit Annapolis & Anne Arundel County believes that diversity equity and inclusion are critical to our success. We seek to recruit develop and retain the most talented people from a diverse candidate pool.

At Visit Annapolis & Anne Arundel County we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race color religion sex pregnancy (including childbirth lactation and related medical conditions) national origin age ancestry physical and mental disability marital status sexual orientation gender identity gender expression genetic information (including characteristics and testing) military and veteran status and any other characteristic protected by applicable law. Applicants of diverse backgrounds are encouraged to apply.

We welcome you to apply today!