Function of the Position

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.

Job Duties

• 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.

Frequent contacts

• Governance & Awards team staff
• Other AIA departments including Executive Office,  Accounting/Finance, Brand & Engagement,  Product Strategy
• Volunteer leaders
• AIA Members

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. 

Supervisory Requirements

None.