Description:

The function of this position is to provide administrative support to the Managing Director, Corporate Relations and Business Development and the Corporate Relations &Business Development (CR&BD) department by handling various administrative activities and providing project coordination for the department’s programs including Cornerstone and Strategic Partners; Knowledge Community and AIA150 Sponsorships; Business Development and Advantage products; and database management for all AIA Corporate Relationships.

Database Management
• Develop and maintain centralized data management system for all AIA corporate relationships based on the existing Raiser’s Edge fundraising system.
• Provide technical support and coordination, to all AIA staff with licensed access to the data management system including knowledge community, alliance, and accounting staff.
• Provide quality assurance monitoring to maintain overall accuracy within the data management system.

Project Coordination
• Conduct research, analyzes data, and provides summary reports/profiles on corporate entitities.
• Provide monthly status reports for all corporate relations accounts
• Process all orders for the new product marketplace, serve as point of contact for participating vendors, monitor invoicing, payments, and listing expirations. Coordinate accounts with AIA Finance and Technology departments.
• Develops and maintains department-wide file systems (paper and electronic) to document all projects, programs, and correspondence; monitors for accuracy.
• Handles special projects as assigned.

Administrative
• Serves as initial point of contact for the department. Answers telephone queries and greets on-site visitors.
• Coordinates administrative activities with Finance and Administration including pledge and partner invoices, travel vouchers, and time sheets.
• Prepares vouchers weekly, or as needed, using correct budget codes, obtains approvals and submits to accounting for payment.
• Orders office supplies for the department; assures there is a continuous supply of office provisions on hand.
• Coordinates department meetings and sets up conference calls as required. Works with staff members to select meeting dates and central meeting points; works with AIA Meetings and Events staff to coordinate meeting space, AV and catering requirements for department functions. Coordinates travel logistics; prepares and packages meeting documents.
• Provides in/out box support to the Managing Director, handling items as appropriate.
• Prepares and proofreads routine correspondence for the Managing Director and other department staff as assigned including thank you letters to donors and solicitation letters to prospects.
• Researches options and arranges the most cost efficient and effective business-related travel arrangements for Managing Director and others upon request.
• Provides scheduling support to the Managing Director, including setting up appointments, scheduling meetings and resolving conflicting priorities.
• Maintains the Managing Director’s contact lists, mailing lists, AIA leadership lists and other related information.
• Other duties as assigned.

-AIA employees
-Corporate Partners and Prospects
-Development Committee Members
-Vendors

Strong skills in oral and written communication and active listening. Ability to effectively interact with a wide variety of clientele (volunteer leadership, members, staff, corporate visitors). Advanced experience with Microsoft Office applications (Word, Excel, Outlook, and PowerPoint), strong internet research skill. Possess highly developed, proactive organizational skills; attention to detail, ability to manage multiple tasks and projects, and time management skills. Strong sense of urgency and outstanding customer service skills. Success in prioritizing duties, retrieving information, tracking projects, and maintaining schedules. Ability to work effectively in a fast paced environment with changing priorities. Ability to make sound independent decisions. Must be a problem solver and a self-starter.

Bachelor’s degree in Communications, Business or related field and one to two years of database management and office management/administrative experience strongly preferred. Four to five years of relevant experience required in lieu of degree. Fundraising experience helpful.

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