This is an administrative support position responsible for providing administrative and operational support to the Vice President, Product Strategy and the Product Strategy team. The Executive Assistant will exercise a high degree of discretion and confidentiality and will work with AIA staff at different levels to advocate and facilitate processes, procedures, and systems that support Product Strategy.
Provides general office management support such as ordering department supplies, coordinating team events and special projects.
Ensures proper meeting setup for meetings by coordinating conference room reservation, setup, catering, and A/V equipment setup.
Process invoices, payment vouchers and reimbursement requests in a timely fashion ensuring appropriate budget account codes are used and obtaining appropriate authorizations.
Open, sort and prioritize incoming/outgoing mail.
Communicate and handle incoming and outgoing communication requests, conducting research and involving appropriate parties on behalf of the team; and greet visitors.
Prioritize outcomes, respond independently, when possible, and ensure that all action items are responded to in a timely manner.
Help execute business plans by assisting with managing key reports and other analytics, and dashboards for management.
Coordinate with team members to ensure goals, objectives, milestones and timelines are on track and ensure changes are clearly communicated, and approaches are revised as needed.
Assist in ensuring priorities are communicated and proactively address product-related issues.
Prioritize conflicting needs; handle matters in a timely manner and proactively, follow through on activities to successful completion, often with deadline pressure.
Collect, organize, synthesize, and analyze data; summarize findings; develop conclusions and recommendations.
Support the budgeting process for the team—ensure that budgets are prepared by Product Strategy team leaders in preparation for budgeting and that final budget numbers are prepared for the Finance Team.
As directed by the VP, Product Strategy, document and maintain the records of meetings.
Other duties as assigned.
Vice President of Product Strategy
PS Chapter Leads
Third-party content and design vendors
AIA Committees and Advisory Groups
AIA Volunteer Leadership
AIA State and Local Components
Strong organizational skills that reflect ability to perform and prioritize tasks seamlessly with attention to detail.
Strong interpersonal skills and ability to build relationships with stakeholders, including staff, external partners, and Members.
Exceptional written and verbal communication skills.
Demonstrated, proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Assertiveness with ability to collaborate with diverse personalities.
Intelligence, excellence (sets high standards of performance), analytical skill sets, and the drive to execute and succeed
Bachelor's degree or equivalent experience with a minimum of 4- 5 years’ responsible professional project management and office management/support experience.
Internal Number: AIAEAPS020620
About American Institute of Architects
The AIA, in existence for more than 150 years, works to advance the value of architects and architecture and increase the living standards of people by improving their built environments. The AIA, with a membership of over 90,000, is the largest voice of the architectural community.
*Educating the public to strengthen the value of architects and the overall role of the profession in the building industry. *Using our influence in legislative and regulatory concerns that affect and potentially govern the professional lives of architects. *Researching new job markets and new career specializations to ensure architects can meet society's needs now, and in the future. *Expanding the architectural knowledge base as changes in the profession occur. *Offering a network for support and information exchange with colleagues and industry professionals across the country and the globe.