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.