Job description

THE AMERICAN INSTITUTE OF ARCHITECTS CALIFORNIA

POSITION DESCRIPTION

POSITION TITLE: Executive Assistant

DEPARTMENT: Governance

SUPERVISOR'S TITLE: Executive Vice President

POSITION DESCRIPTION: The Executive Assistant provides administrative support to the Executive Vice President and is responsible for the daily operations of the organization’s governance structure.

Duties:

• Works in partnership with the Executive Vice President (EVP) to achieve organizational and programmatic goals
• Drafts and proofreads correspondence for grammar, typing and other errors on behalf of the EVP;
• Handles the Executive Vice President’s travel arrangements;
• Performs special projects as requested;
• Serves as liaison with other staff and has access to sensitive and confidential matters;
• Works with the EVP to prepare for meetings and maintains calendar and filing system to ensure ready access to materials, and duplicates materials needed for files or distribution;
• Serves as the staff liaison to the AIA CA Secretary/Treasurer
• Serves as the staff liaison to the Executive Committee, Board of

Director, Procedures and Documents Committee, and others as assigned.

• Works with EVP to support governance meetings including: o the preparation of meeting agendas o the compilation of agenda materials (from other staff) o preparation and execution of virtual meetings o coordination of facility arrangements o coordination of member attendance o drafting minutes, reports, and summaries o reserves meeting space and lodging for all AIA CA Board of

Directors and Executive Committee meetings (when needed)

• Negotiates contracts with supply, equipment and services vendors, as well as meeting facility and catering vendors;
• Maintains AIA CA archives in accordance with the AIA CA

administrative policy on record retention;

• Serves as back-up Receptionist;
• Develops administrative policies, procedures and systems for consideration by the EVP or appropriate committee.
• Drafts annual budget request for Executive Committee, Board of Directors,

Procedures and Documents Committee, Installation event, AIA Grassroots,
AIA Conference on Architecture, AIA Large State Meeting, AIA Liaison, and overhead components in conjunction with the Director of Finance. The
Executive Assistant is responsible for managing approximately $100,000 annually.

• Supervises and directs the occasional temporary employees.
• Other duties as assigned.

POSITION RELATIONSHIPS:

Membership: The Executive Assistant frequently interacts with the general membership in responding to questions, providing guidance, facilitating access to resources, and interpreting organizational policies.

Governing Structure: Frequent contact with several Board committees and the
Board of Directors.

Government: Minimal contact with government agencies, primarily with the Office of the Secretary of State for lobbying and Political Action Committee reporting purposes

Consultants/Vendors: Frequent contact with landlord, consultants, supplies and equipment vendors and meeting facilities personnel.

Related Organizations: Frequent contact with other (local and national) AIA component officers. Frequent contact with the California Architectural Foundation officers and regents is required.

Association Staff: The Executive Assistant has heavy contact with other staff to coordinate efforts; and meets frequently with the Executive Vice President, senior
Directors, and with other staff and volunteer leaders.

POSITION REQUIREMENTS:

Education: A two (2) year degree in Business Administration or equivalent work experience.

Technical Skills: Working knowledge of word processing and spreadsheet software
(Word and Excel preferred); proficiency in presentation software (PowerPoint);

typing speed of 50+WPM; meeting planning experience.

Management/Other Skills: Ability to work with volunteer leaders and all levels of
AIA CA staff: ability concentrate and work well under pressure in a fast-paced environment; detail oriented and ability to function with little supervision; clear and concise writing skills; good oral communication.

Relevant Experience: A minimum of five (5) years of Executive Assistant experience, preferably in a non-profit membership association.

OTHER CHARACTERISTICS:
Supervision Received: The Executive Assistant receives frequent direction but is independent from day-to-day supervision (largely limited to evaluation of results).
Travel, including occasional overnight stays, is required (for in-person meetings)

Work Environment: This position is a hybrid of remote work and in the office (40% in office) and tools will be provided. The first 60 days are required to be in the office for training & development and then remote work opportunities are available.

SALARY RANGE:

$52,000 - $55,000

Job Type: Full-time

Pay: $52,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Sacramento, CA 95811: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid remote in Sacramento, CA 95811

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