Description:

This is a support position in which the Associate serves as one of two staff providing administrative support and assistance to the Managing Director, Directors and Managers in support of the department’s programs and projects. This position will also provide support in the day-to-day operations of the project teams. Both Associates will be operationally assigned to a Director and assigned Managers, and will provide support to the Managing Director as needed.

• Prepares various written communications for Managing Director, Directors and Managers. Prepares meeting notices and logistical information for speakers and conference/meeting attendees. Ensures adherence to AIA’s format and graphic standards.
• Sends email communications to Knowledge Community Advisory Group members about upcoming meetings, new products and services.
• Assists with mailings for all Knowledge Communities. Coordinates copying, stuffing and timely shipping of all materials.
• Receives all logistical information on conference speakers. Coordinates with Meetings Managers on speaker logistics (who’s attending, their requirements, hotel arrangements, etc.) Assists with preparation of conference-related materials including agendas, evaluation forms, and continuing education forms
• Coordinates all Advisory Group conference calls (monthly or bi-monthly). Makes all arrangements (date, time, room location) and communicates this information to all attendees. Takes conference call minutes and ensure all attendees receive a copy within a specific timeframe.
• Serves as a “filter” in responding to telephone requests for information by either responding to the question or directing the caller to the appropriate staff person while providing superior customer service.
• Process departmental vouchers in a timely manner adhering to AIA’s policies and procedures. Ensures an account code, appropriate signature and timely processing based on Accounting’s payment cycle. Maintains department voucher files.
• Distributes department mail.
• Maintains adequate stock of necessary department supplies and forms. Orders special supplies as needed.
• Handling special projects as assigned.

• Maintain calendars of events, and circulation of calendars for press listings

• Maintain rosters of Advisory Groups and subcommittees

• Assist with processing of awards and design competition submissions and correspondence

• Provide HTML coding for broadcast emails, and Web posting of Knowledge Community materials.

All members of the Knowledge Community Team
Knowledge Community Leadership and general Knowledge Community members
Members of the AIA staff
AIA Members
AIA Accounting and Finance staff

Considerable skill in providing direct administrative support to a team. Must have strong customer service orientation, oral communication skills in person and by telephone. Superior organizational skills and detail orientation are a must. Skill in establishing and maintaining effective and efficient office management systems; multi-tasking and managing multiple duties simultaneously. Ability to work independently with minimal supervision. Intermediate level or higher skill set in using Microsoft Office, including expertise in Word, Excel, Access, and Outlook, use of internet browsers. Proficiency in use of membership databases. Skill in Powerpoint, and HTML/Web software preferred. Effective proofreading skills. Ability to use a computer keyboard with relative speed (50 wpm+) and accuracy. Strong decision making abilities and ability to problem solve. Strong diplomacy skills, and the ability to work well with others.

College coursework strongly preferred. High school graduation required. At least two years of responsible administrative experience.

None

AIA Human Resources
RE: Job Title and/or Job Code
1735 New York Avenue NW
Washington, DC 20006
Fax: 202/626-7476
E-mail: aiajobs@aia.org