Executive Assistant to the President and CEO

Executive Assistant to the President and CEO Hybrid Remote • MD Full-time position. Summary Visit Baltimore is seeking a highly organized, proactive and professional Executive Assistant to provide strategic administrative and operational support to the President & CEO. This highly visible role serves as a trusted partner to executive leadership, helping drive organizational effectiveness, managing key priorities, and ensuring the smooth operation of the executive office. The ideal candidate is a skilled communicator with exceptional judgment, discretion, and attention to detail. They thrive in a fast-paced environment, anticipate needs before they arise, and build strong relationships with internal and external stakeholders. As Executive Assistant to the President & CEO, you'll play a key role in supporting organizational leadership and helping advance initiatives that benefit the city's tourism industry, businesses, and communities. Essential Duties and Responsibilities Executive Office Management Manage the daily activities, priorities, and schedule of the President & CEO, ensuring time is allocated effectively and strategically. Maintain a high level of confidentiality regarding executive office communications, documents, and sensitive information. Screen incoming calls, correspondence, and requests, responding independently when appropriate and routing inquiries as needed. Prioritize incoming mail and communications, summarize key information, and facilitate timely follow‑up. Leverage technology platforms and digital tools to improve executive office efficiency, communication, scheduling, and workflow management. Assist the President & CEO with preparing and managing virtual presentations and executive communications using modern collaboration and presentation platforms. Serve as a resource for troubleshooting and coordinating technology needs related to executive meetings, presentations and stakeholder engagements. Calendar, Travel, and Meeting Coordination Coordinate and manage complex calendars, meetings, events, and appointments using Microsoft Outlook. Prepare meeting materials, agendas, background information, itineraries, and briefing documents to support executive decision‑making. Arrange comprehensive travel logistics, including registrations, transportation, accommodations, client engagements, and itineraries. Prepare and submit expense reports accurately and in a timely manner. Board of Directors Administration and Leadership Support Collaborate with the Mayor’s office on board member appointment requests. Develop and manage digital board materials, online meeting platforms, electronic document distribution, and board portals to ensure efficient and professional governance processes. Set up board orientations, develop agendas, and prepare presentation decks for committee and full board meetings. Coordinate, schedule, and attend Leadership Team meetings, Key Stakeholder meetings, and other executive‑level meetings; prepare meeting notes and action items. Coordinate and execute all aspects of quarterly District Management Committee and General Managers’ meetings. Prepare agendas, notices, minutes, resolutions, and supporting materials for internal corporate meetings. Support leadership projects and initiatives as directed by the President & CEO. Stakeholder and Relationship Management Serve as a liaison between the President & CEO and Visit Baltimore staff, Board members, elected officials, community leaders, clients, and industry partners. Work closely with Government Affairs and Communications teams to manage communications and requests involving the Mayor’s Office and other government stakeholders. Maintain accurate contact databases and executive records within Outlook, CRM, and other systems. Event and Operational Support Coordinate executive office events, meetings, conferences, and special programs, including logistics, facilities, catering, invitations, speakers, and budgets. Assist with special event correspondence, meeting coordination and scheduling for large scale events, such as CIAA. Prepare boardrooms and meeting spaces for executive and board meetings. Maintain executive office databases, spreadsheets, electronic records, and filing systems. Assist with approved sporting event ticket coordination and distribution as needed. Assist with special projects and support the Director of Events and Tradeshows as needed. Technology and Digital Proficiency Demonstrate strong technical aptitude and the ability to quickly learn and adopt new software, platforms, and digital tools. Utilize CRM systems, databases, project management software, and collaboration platforms to maintain accurate records and support executive priorities. Support the President & CEO in leveraging emerging technologies, including AI‑powered productivity tools, to enhance organizational effectiveness and communication. Maintain proficiency in virtual meeting platforms, presentation software, cloud‑based file management systems, and digital collaboration tools. Identify opportunities to improve processes through technology and recommend solutions that increase efficiency and effectiveness. Additional Responsibilities Attend meetings and training related to executive, governmental, and organizational protocols as required. Comply with all Visit Baltimore policies and procedures. Perform other duties as assigned by the President & CEO. Requirements Bachelor’s degree is preferred with minimum of five (5) years of experience supporting senior executives in a professional office environment, or an equivalent combination of education and experience. Destination Marketing Organization (DMO), hospitality, tourism, or related industry experience preferred. Demonstrated ability to handle highly confidential information with professionalism and discretion. Exceptional organizational, time‑management, and prioritization skills. Strong interpersonal skills with the ability to build and maintain positive relationships with internal team members and diverse stakeholder groups. Proven ability to anticipate needs, exercise sound judgment, and work independently. Excellent written and verbal communication skills, including drafting and proofreading executive correspondence. Experience coordinating meetings, events, and executive travel. Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) required. Experience with CRM platforms, board management software, project management tools, database systems, and cloud‑based collaboration platforms preferred. Demonstrated technology fluency, including the ability to learn and leverage new software applications, digital collaboration tools, and AI‑enabled productivity platforms. Experience creating executive‑level presentations, dashboards, reports, and digital communications using modern business technology tools. Understanding of virtual meeting technologies, electronic document management systems, and digital workflow processes. Flexibility to work occasional evenings and weekends and/or attend events. Demonstrated professionalism, reliability, and commitment to excellence. Full‑time, hybrid position. Salary range $72,000-$82,000 depending on experience. Annual bonuses (variable). Comprehensive benefits package including family health, dental and vision insurance, flexible spending accounts, paid holidays, 20 days paid time off (accrual based), 7 days extended sick time off (accrual based), 16 hours volunteer time off, monthly parking discounts, Life, LTD, and ADD insurance and 401(k) plan with employer match. #J-18808-Ljbffr