The Executive Assistant provides high-level operational and administrative support to the Executive Director, Chief Financial Officer, Associate Publisher/Director of Meetings and Director of Development and manages all logistics for the office, the Governing Board, Council, and all committees.
Reports To:
Executive Director
Duties/Responsibilities:
Operational and Administrative Support:
- Coordinate with the Executive Director to support the Organization
- Handle requests and queries appropriately and delegate when necessary
- Maintain supplies for the office
- Maintain office system
- Organize staff meetings and event
- Distribute mail to appropriate staff
- Manage outgoing weekly mailing
- Prepare AIA Tours Repeaters Report
- Establish and maintain paper and electronic filing systems on the server and other established format
- Assist with Archaeology circulation projects as needed
- Other duties as assigned
Board/Governance:
- Manage Board-related matters and serve as primary point of contact for all Board members, Board Committee members, and other Board Committees.
- Plan, coordinate, and manage the following Board committee meetings: Governing Board, Executive Committee, Finance Committee, Audit Committee, Development Committee, and Nominating Committee, convenings, retreats and other gatherings.
- Assist with planning, coordinating, and managing the AIA Council meeting.
- Record minutes at Executive Committee (3 per year), Governing Board (3 per year), and Council (1 per year) meetings, as well as minutes for the Finance, Development, and Audit Committees.
- Prepare and organize Board, Executive, Finance, Audit and Council materials including drafting agendas, preparing meeting packets, organizing committee reports, delegate communications, online Council election, and distributing relevant materials.
- Provide day-of meeting support for the Council, Board, Executive Committee, and other Board Committees, as well as support for Board events around Board meetings and the Annual Meeting (each January).
- Manage and coordinate trustee orientations and training.
- Organize Committee appointments in conjunction with the AIA President and Executive Director and maintain rosters and charges for all Committees.
- Work with the Board, Council, and Committees to support governance and board compliance matters.
- Maintain and update the Trustee Handbook and Institute policies, procedures, and regulations.
- Maintain discretion and confidentiality in all relationships with Board Members, Committee Members, and all Board and Institute matters.
- Maintain up to date contact information for all Board members.
Education and Experience:
- Bachelor's degree or equivalent experience.
- Minimum of 5+ years of experience working in a professional environment with high-level executives.
- Previous Board experience preferred.
- Minimum of 3+ years of experience in meeting/event planning preferred.
- Knowledge and familiarity with charitable nonprofit governance, state nonprofit laws, sector practices, and Robert's Rules of Order.
- Strong diplomacy and interpersonal skills with the ability to build relationships, offer dissenting points of view in consistently constructive and positive ways, and demonstrate a high level of service and responsiveness.
- Ability to generate respect and trust from staff and colleagues while fostering cross-functional collaboration and a strong sense of teamwork.
- Excellent organizational and administrative skills with a commitment to detail.
- Perform and prioritize multiple tasks seamlessly in a fast-paced environment.
- Excellent written and verbal communication.
- Ability to meet deadlines, work under pressure, and demonstrate sound judgment.
- Ability to work outside normal business hours, including evenings and weekends as events dictate.
- Ability to travel as needed, including to the Annual Meeting every January (held in different locations around the U.S.).
- Proficient in Microsoft Office suite.
- Willingness to stay up to date with technology and enhance skills through professional development and training.
- Ability to represent AIA and engage with the public, members of the organization, major donors, Board members, and other stakeholders.
- Experience in managing multiple priorities, administrative coordination, and logistics.
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
- Knowledge of, or familiarity with archaeology or a related academic field a plus.