Qualifications

• Demonstrated ability to provide take-charge support to a senior-level executive. Experience in all online travel platforms, SAP Concur, and depth of understanding executive level use of airline and hotel programs.
• Demonstrate ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Must be flexible and able to function well in a fast-paced environment with great interpersonal skills to deal with many personalities. Able to work effectively in both in person and remote environments.
• Must demonstrate professional demeanor, leadership, judgment, and strong project management skills.
• Ability to maintain confidentiality and exercise discretion is essential.
• Superior skill set in decision making, organization, detail orientation, multi-tasking, and customer service.
• Skillful in assimilating complex written and oral material and providing sound analysis, advice and written briefing materials. Outstanding skills in listening, oral, and written communication.
• Ability to establish rapport and effective working relationships at all levels with ease.
• Proven ability to meet deadlines under pressure with strict procedural constraints.
• Ability to interact and communicate with individuals at all levels, to work effectively in and foster a team environment, and to develop and maintain confidences.
• Competent in building and maintaining collaborative and trusting relations throughout the organization.

• Advanced skills in various Microsoft Office applications, including Word, PowerPoint, Outlook, and Excel.

Bachelor's degree in English, Communications, Business Administration, or related field preferred with a minimum of five (5) years of responsible professional office management/support experience supporting senior level executives; in lieu of degree minimum of seven years relevant experience required.

Supervisory RequirementsNone

What we offer

We offer a comprehensive benefits package that reflects our company values and workplace culture, including:

• Medical, vision and dental
• 401(k)
• Flexibility
• Paid time off
• Flexible spending accounts
• Income protection (Life Insurance Coverage up to 2x salary) & disability plans at no cost.
• Tuition and membership reimbursements
• AIA employees have access to a variety of other programs, including:
  • Employee Assistance Program (EAP) for employees and their family members
  • Computer purchase program
  • Fitness club discounts
  • Prepaid legal services program
  • Identity theft protection

Travel Requirements: N/A
Work Location: 100% Remote from the Washington DC area

All AIA employees in the DC metro area are currently working remotely during our office renovation. Employees in the DC Metro area will return to a hybrid work environment in the newly renovated office at the completion of the renovation in Spring 2025.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability, in accordance with the applicable law.

The American Institute of Architects (AIA):

AIA will provide you with the opportunity to advocate for the value of architecture and give architects and design professionals the resources they need to do their best work. The collective voice of architects is essential, and our work drives positive change through the power of design.

Each one of us at AIA is a leader committed to demonstrating our mission and values and designing a better future for our country and planet. Even in times of change, AIA's values remain constant:

• We stand for equity and human rights
• We stand for architecture that strengthens our communities
• We stand for a sustainable future
• We stand for protecting communities from the impacts of climate change
• We stand for economic opportunity
• We stand for investing in the future
• We speak up, and policymakers listen

The American Institute of Architects, as part of the global community, is building a culture of equity, diversity, and inclusion within the profession of architecture to create a better built environment for all. Achieving this vision has a direct impact on the relevance of the profession of architecture and the world's prosperity, health, and future.

Job Summary

Reporting to the EVP/Chief Executive Officer (CEO), the Executive Assistant provides executive support to the EVP/Chief Executive Officer. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the EVP/Chief Executive Officer and manages the EVP/CEO schedule, including initial decision making and key projects to ensure that the priorities and needs are met.

Job Duties

• Manage the EVP/CEO's schedule, maintaining a complex and extremely active schedule of events, identifying potential conflicts, and working collaboratively with others (internal and external) to resolve them.
• Serve as master scheduler for the EVP/CEO by managing the EVP/CEO's calendar, including setting up appointments, scheduling meetings, arranging domestic and international airline travel and hotel accommodations, resolving conflicting priorities, and ensuring that the EVP/CEO is on time, organized and well prepared in writing for each meeting/appointment.
• Assembles comprehensive travel itineraries including all background and contact information to ensure the EVP/CEO is well prepared.

• Ensures that the EVP/CEO is on time, organized and well prepared for each meeting/appointment. This includes responsibility for the management of Outlook calendar entries.
• Provides a bridge for smooth communication between the EVP/CEO office and internal departments; demonstrating leadership to maintain credibility, trust, and support with the Senior Leadership Team.
• Works closely and effectively with the EVP/CEO to keep well informed of upcoming commitments and responsibilities, following up appropriately.
• Builds effective relationships internally and externally which are crucial to the success of the organization and manages a variety of special projects for the EVP/CEO.
• Develops and maintains rapport with the EVP/CEO and understand the EVP/CEO's goals and key initiatives as well as the staff of the Executive Office and partners with the Governance team to effectively support the partnership between the EVP/CEO and the AIA Board of Directors.
• Prepares briefing materials, talking points, and presentations for the EVP/CEO before each business trip or Institute event.
• Coordinates with other staff in the Executive Office ensuring that the EVP/CEO's priorities and calendar are managed effectively given the high level of coordination required with the EVP/CEO's calendar, Presidential schedule and the Board and Council activities and meetings.
• Works closely with the Executive Office and Governance team members to manage activities that intersect with members of the Presidential Team and EVP/CEO.
• Prepares and maintains documents for the EVP/CEO.
• Responds to telephone and e-mail inquiries from AIA leaders, staff, members, components, and the general public; handles routine inquiries and refers others for management attention.
• Assists with planning for all meetings led by the EVP/CEO including, but not limited to, Senior Leadership Team Meetings and retreats, and others. Maintains a working list of agenda topics for future Senior Leadership Team Meetings. Coordinates room reservation, setup, catering, and A/V equipment setup.
• Holds responsibility for general communication from the EVP/CEO; prepares, reviews and/or coordinates EVP/CEO correspondence, routing correspondence requiring specific staff expertise for response, and maintaining sensitivity to reporting procedures while facilitating two-way communication as needed.

• Develops, updates, and maintains the EVP/CEO file management system, projects and activities, information archiving/retrieval, and EVP/CEO's budget development/ monitoring, invoice payments and expense reimbursements.

• Completes expense reports in a timely manner.

• Prepares payment vouchers on a timely basis, obtains appropriate authorizations, and forwards to accounting for payment.

• Adheres to and promotes the use of AIA style and graphics design standards.

• Maintains the integrity of confidential information.

• Performs related duties as assigned or as necessary.

Frequent contacts

• AIA Board of Directors
• AIA Executive Office Staff
• AIA Staff
• AIA Senior Leadership Team
• AIA partners, consultants, and vendors
• Representatives of government agencies, collateral organizations, other associations, consulting firms, and outside groups.