Board Engagement Administrative Assistant

Job Title: Board Engagement Administrative Assistant

Posting Date: 5/9/2025

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 a Board Engagement Administrative Assistant to provide support for the Board, ensuring the delivery of superior executive level support and office administration. This individual is responsible for providing operational and administrative support. They will support the Board and its Committees and will be a liaison to constituency offices and teams. The Board Engagement Administrative Assistant is accountable for engaging and working with staff, community partners, peer organizations, media and visitors to ensure an exceptional experience for all; to include assisting with special projects as needed. Reporting to the Director, Executive Office and Board Engagement, this position works cross-functionally to provide support and service both internally and externally.

KEY REQUIREMENTS:

Essential responsibilities include:

Board Committee Relationship Support

• Accountable for supporting Board Committee relations, by supporting meetings with logistical responsibilities, materials preparation and communication including but not limited to:
  • Scheduling meetings internally and externally
  • Tracking RSVPs and meeting attendances
  • Sending and compiling results from post meeting surveys
  • Supporting annual documentation updates
  • Coordinating time for Board updates on Leadership Team's calendar
  • Responsible for first drafts of Committee minutes and Committee Board reports

Project Support

• Accountable for supporting Board-related activities (meetings, retreats, special events, etc.) and services are delivered efficiently and effectively.

Board Ambassador

• Engages and manages relationships and service expectations for constituents to achieve desired results.
• Attending meetings to provide administrative support follow up action items as appropriate.

Administrative Support

• Completes a broad variety of executive level administrative support including:
• coordinating with Leadership Team direct supports and their teams to facilitate a complex calendars of appointments
• composing and preparing correspondence that is sometimes confidential
• compiling documents for meetings.
• Supports and coordinates administrative support for the weekly Leadership Team meeting such as: calendar and schedule management, communication, meeting planning.

Document Management Support

• Accountable for support of the appropriate management and maintenance of the Leadership Team team meeting records for compliance and ease of access.

Communication

• Provides effective information management, including email, phone, and written communication.

Budget Accountability

• Responsible for supporting the administration of the budget for the Executive Office and Board of Directors.
• Process expenses, invoice and reconcile financial matters in a timely matter.

Other Duties

• Support company mission.
• Adhere to all organizational and departmental policies and procedures.
• Other duties as assigned or required.

QUALIFICATIONS:

• 2 Years relevant experience, providing office administration

• High level of professional discretion and ability to maintain confidentiality with sensitive information
• Strong technical skills, expert-level knowledge of Microsoft Office suite
• Bachelor's degree in business, communications, or a related field, or equivalent experience
• Demonstrated experience in engaging as a service provider to high-level constituents
• Able to work effectively within an awareness of political sensitivity and confidentiality
• Ability to prioritize and make independent decisions; ability to understand context and be a big picture thinker.

KEY COMPETENCIES

• Strong ability to assess needs, coordinate projects
• Excellent communication abilities, including written, articulation and listening skills
• Adept at strategic schedule and calendar management
• Creative problem solver
• Strong organizational skills with close attention to detail

Total Compensation Information

Salary range ($18.27-24.87 hourly). 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

At the National Aquarium, our core values form the basis for our beliefs about our organization, our colleagues and ourselves, and serve as the framework to guide our behaviors and actions to achieve our mission.

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.