Vapor Technology Association is hiring: Executive Assistant in Baltimore

About the Company

The Vapor Technology Association (VTA), the national trade association for the vapor technology industry, is seeking a highly organized and proactive Executive Assistant (EA) to support its Executive Director. This is a mission-critical role designed to relieve the Executive Director of administrative workload and ensure that organizational priorities, projects, and deadlines are consistently executed. For nearly a decade, the Vapor Technology Association has been at the forefront of defending the vapor industry and the rights of adult consumers to choose their preferred alternative to cigarettes. Website https://vaportechnology.org

About the Role

The EA will serve as a gatekeeper, project coordinator, and administrative backbone for the association, working at the intersection of public affairs, regulatory affairs, membership engagement, and fundraising. This individual must thrive in a fast-paced, policy-driven environment, exercise exceptional discretion, and be able to handle sensitive industry and government interactions.

Responsibilities

• Executive & Administrative Support
• Manage the Executive Director’s calendar, schedule meetings, and coordinate travel arrangements.
• Oversee daily email and communication management, ensuring timely responses and delegation where needed.
• Act as gatekeeper, controlling access to the Executive Director and ensuring proper prioritization of issues.
• Keep minutes of meetings, distribute follow-ups, and track execution of action items.
• Maintain and update all contact and mailing lists for board members, members, and industry stakeholders.
• File required forms and documentation, including board selection and conflict-of-interest forms.
• Board & Member Engagement
• Onboard new members and new board members, ensuring all forms and processes are completed.
• Drive engagement with board members by providing timely updates, sending invoices, and maintaining consistent communication.
• Support planning and execution of board meetings, including materials, reports, and follow-up communications.
• Assist in fundraising efforts by drafting and distributing letters, tracking contributions, and supporting event-related fundraising.
• Coordinate with bookkeeper on accounts payable and receivable, including issuing invoices and tracking revenue.
• Monitor and update cash flow worksheets and provide financial updates to the board.
• Assist with preparation of annual filings, including Form 990.
• Use and maintain financial software tools (e.g., Bills.com) to manage transactions and reporting.
• Communications & Public Affairs
• Manage and update the organization’s website (WordPress proficiency required).
• Create and schedule social media posts, maintaining a consistent and professional online presence.
• Draft, distribute, and track newsletters, talking points, and collateral for members.
• Monitor industry and government news daily, flagging critical developments for the Executive Director.
• Support public affairs activities, including preparation for regulatory and government meetings.
• Event & Project Management
• Support logistics for events such as rallies, Hill Days, and fly-ins, including permits, registrations, transportation plans, and branding.
• Coordinate with external partners, vendors, and stakeholders to execute advocacy and fundraising events.
• Ensure follow-up actions from events and meetings are captured and executed.

Qualifications

• 5+ years of experience in executive assistant, operations, or project management roles (association or nonprofit experience preferred).
• Strong organizational skills with the ability to prioritize and manage multiple competing deadlines.
• Proficiency with financial software (Bills.com or equivalent), WordPress (mandatory), and Microsoft Office/Google Workspace.
• Experience with social media platforms for organizational messaging.
• Excellent written and verbal communication skills.
• Ability to work independently, anticipate needs, and demonstrate sound judgment.
• High level of discretion, professionalism, and integrity in dealing with sensitive matters.
• Must be based in or willing to relocate to the Washington, D.C. metropolitan area.

Required Skills

• Proactively manage and execute the association’s administrative and operational workload.
• Ensure no deadlines, forms, or follow-ups fall through the cracks.
• Free up the Executive Director to focus on strategic legal, lobbying, and policy issues.
• Build strong relationships with board members, members, and external partners.

Preferred Skills

This position will be structured as a contract role (1099), initially set for a one-year agreement. The contract may be extended based on performance, organizational needs, and mutual agreement.

Contract Terms

This position will be structured as a contract role (1099), initially set for a one-year agreement. The contract may be extended based on performance, organizational needs, and mutual agreement.