Executive Assistant presso Seattle Aquarium

JOB POSTING

Executive Assistant to the President & CEO 

Posted:  Open to internal and external applicants

Reports to:   President & CEO 

Status:    Full-time, salaried, benefitted position  

Hours of Work:       Standard Monday – Friday workweek, generally 8 a.m. to 5 p.m.   Occasional need for weekend or after-hours work in support of events and projects.   

Dated Needed:     November 2025

Posting Expires:   Open until filled; priority given to applications received by October 1, 2025 

About the Seattle Aquarium

The Seattle Aquarium is among the top ten aquariums in the U.S. and a leader in marine conservation. Guided by our mission to Inspire Conservation of Our Marine Environment, we welcome more than one million visitors annually and are proudly accredited by the Association of Zoos & Aquariums (AZA). Through immersive exhibits, educational programs, research, and advocacy, we help create a future where our one ocean, people, and communities survive and thrive.

Our work and culture are grounded in our S.A.L.I.S.H. values: Sustainability, Awe-Inspiring, Learning & Improving, Inclusive Community, Scientific Integrity, and Honoring Place.

Position Summary

The Executive Assistant provides direct, high-level support to the President & CEO and acts as the primary point of contact for the CEO’s office. This role requires exceptional organizational skills, the ability to manage a highly dynamic calendar, and to prioritize competing demands. The Executive Assistant ensures the CEO is fully prepared for meetings and events, anticipates upcoming needs, and supports effective communication with the board of directors, staff, and external stakeholders.

We are seeking a candidate with:

• Welcoming professional demeanor with high integrity
• Strong communication skills with a commitment to open dialogue
• Exceptional calendar and scheduling skills
• Technical proficiency with Microsoft Outlook, Office Suite, and relevant tools (Teams, Zoom, SharePoint, ADP)
• Meticulous attention to detail with the ability to see potential impacts of mistakes
• Proactive preparation and anticipation of what’s needed for upcoming commitments
• Transparent communication with CEO and comfort asking clarifying questions
• A growth mindset and willingness to learn the unique dynamics of the Aquarium and its leadership team
• History of effective professional judgement 

Key Responsibilities 

CEO Support

• Manage a complex and frequently changing calendar; approve and prioritize requests for the CEO’s time. 
• Prepare the CEO for meetings by gathering materials, providing briefings, and anticipating upcoming needs.
• Serve as a communication point on behalf of the CEO with staff, board, donors, and community partners.
• Draft correspondence, prepare presentations, and support the CEO in outreach and external engagement.
• Coordinate travel arrangements, event logistics and other complex projects.  
• Track and follow up on issues, requests, and deadlines, ensuring nothing falls through the cracks.
• Keep CEO regularly informed of new and recurring organizational and community needs 

Board & Stakeholder Support

• Partner with CEO, COO, and executive team members as appropriate to coordinate board of directors' meetings, agendas, materials, and communications.
• Maintain strong professional relationships with board members.
• Plan and support board events, retreats, and committee meetings.
• Manage board records, compliance items, and orientation for new members.

Executive Team & Administrative Support

• Support executive team meetings, retreats, and events led by the CEO.
• Review and format documents, presentations, and reports.
• Coordinate with administrative staff to maintain office organization and hospitality.
• Supervise the Administrative Assistant, providing direction, support, and professional development

Organizational Alignment

• Uphold and model the Seattle Aquarium’s S.A.L.I.S.H. values in daily work.
• Contribute to Diversity, Equity, Inclusion, and Regenerative practices across the organization.
• Participate in Aquarium events and provide support for special donor or community experiences as needed

Qualifications

• Bachelor’s degree in Business, Communications, or related field preferred.
• Minimum of five years’ experience supporting senior executives, a board of directors, or other high-level leaders (experience may include transferable skills from administrative or operations roles).
• Strong proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and familiarity with Teams, Zoom, SharePoint, or ADP.
• Demonstrated ability to manage complex calendars and competing priorities.
• Excellent written and verbal communication skills, with an emphasis on open, transparent communication. Multilingual and multicultural communication skills and experience are preferred.  
• Strong organizational skills, attention to detail, and ability to work with discretion and confidentiality.
• Ability to remain calm, focused, and adaptable in a high-volume environment.
• Demonstrates an understanding of the Aquarium’s Mission and Values, including Regenerative and Equity work.

Salary and Benefits: $87,000 - $95,000/year, Dependent on experience. Please include salary expectations in your materials. Full-time staff are eligible for the Seattle Aquarium’s comprehensive benefits package to include medical, vision, dental, an employer-funded health reimbursement account, medical and dependent care flexible spending accounts, life insurance, long-term disability, 403b retirement fund with employer match, access to a subsidized ORCA pass, a Seattle Aquarium Family Plus membership and generous paid time off.

How to apply: The Seattle Aquarium is committed to expanding a diverse, equitable, and inclusive conservation movement. We are invested in building an Aquarium with a wide variety of backgrounds, identities, languages, cultural ways of knowing, and life experiences. We know research shows that society has conditioned communities of color, trans and gender non-conforming people, immigrants, people with disabilities, and other marginalized candidates to more frequently not apply to a job because they don’t feel that they meet all of the qualifications listed even if they are qualified. If you meet some of the requirements and you are passionate about our mission and our ocean, we encourage you to apply and look forward to learning more about you.

Interested candidates should upload a résumé to our online application to be considered. Application review will begin immediately.  

SeattleAquarium.org/careers 

Please let us know if you require a reasonable accommodation to apply for this job by emailing us at [email protected].  

Note: If offered the position, candidates must pass a background check. Conviction record is not an automatic disqualifier; we are a second chance employer.  

About the Seattle Aquarium: 

The Seattle Aquarium is a respected authority on Puget Sound, the Salish Sea and the world’s one ocean. Our team increases awareness and drives the change needed to preserve and protect our marine environment by providing excellent care and wellbeing for over 5,000 animals to create an inspiring visitor experience, offer engaging daytime and evening events, conservation education programs for people of all ages and backgrounds, community outreach to marginalized populations, research that advances understanding of animals in our care and their counterparts in the wild, advocacy and policy work, an award-winning volunteer program, high-impact marketing and communications, and more.  

Our values, developed in conjunction with our staff, include commitments to adopting and promoting sustainable practices, creating awe-inspiring experiences, constantly learning and improving, fostering an inclusive community, maintaining scientific credibility through evidence-based practices and honoring our unique place by using our location and history as a lens for larger understanding.  

Proudly accredited by the Association of Zoos & Aquariums, we’re among the top 10 aquariums in the U.S. by attendance, and we welcome over 1 million people each yearguided by our mission of Inspiring Conservation of Our Marine Environment . Learn more at SeattleAquarium.org.