This is an administrative level position on AIA’s Governance team, reporting to the Corporate Secretary and VP, Governance and Awards, responsible for working with staff across the Institute and volunteer leadership to provide administrative and project support on a variety of programs, events, and products for the governance team. The Specialist will work closely with all team staff and is responsible for administrative support and coordination of all governance- and awards-related programs and processes including but not limited to invoicing and payments, budget tracking, travel arrangements, calendars, catering, and scheduling.
As directed by the Vice President, provide exceptional customer service by responding to email and telephone requests in a timely manner. This includes but not limited to identifying the appropriate staff person or resources, collecting the relevant information, and packaging the response in an audience-focused language.
Provide daily support to the Governance and Award teams.
Administer and maintain all Governance and Award teams’ invoicing and payments effectively, including vendor payments staff expense reports.
Handle travel requirements for Governance and Award teams with special focus elected leadership (president, first vice president).
Handle hotel and travel arrangements, expense reports and other related logistics for Board of Directors and Strategic Council.
Schedule appointments and set up meetings for Governance and Awards team: book meeting space, develop and distribute agendas, ensure participants are prepared for meetings and conference calls, take, distribute and archive meeting notes. This includes all Governance and Awards team special events such as retreats or off- site meetings.
Handle all catering needs for the team.
Set up dates for all performance reviews and Dialogue for Success discussions for the SVP on a quarterly basis.
Budget tracking for Governance and Awards. Work with VP to develop and meet all Operating & Budget plans and important calendar dates.
Other duties as assigned.
Governance & Awards team staff
Other AIA departments including Executive Office, Accounting/Finance, Brand & Engagement, Product Strategy
KSAs and Training and Experience
Skill in providing administrative and project support to a team.
Success in prioritizing duties, retrieving information, tracking projects and maintaining schedules.
Strong attention to detail and ability to manage tasks proficiently. Must have strong customer service orientation and oral/written communication skills.
Demonstrated ability to solve problems. Ability to interact effectively in an individual membership environment, recognize and identify issues and concerns.
Intermediate level or advanced skills in using Microsoft Office, including expertise in Word, Excel, PowerPoint and Outlook. Proficiency in use of membership database (Fonteva), as well as MURAL.
Experience with invoicing and handling payments/maintaining accounts etc.
Some college preferred with 3-5 years of responsible administrative & project management experience or equivalent combination of education and experience. Some association experience as staff or volunteer is also preferred.
The AIA, in existence for more than 150 years, works to advance the value of architects and architecture and increase the living standards of people by improving their built environments. The AIA, with a membership of over 90,000, is the largest voice of the architectural community.
*Educating the public to strengthen the value of architects and the overall role of the profession in the building industry. *Using our influence in legislative and regulatory concerns that affect and potentially govern the professional lives of architects. *Researching new job markets and new career specializations to ensure architects can meet society's needs now, and in the future. *Expanding the architectural knowledge base as changes in the profession occur. *Offering a network for support and information exchange with colleagues and industry professionals across the country and the globe.