Description:

The function of this position is to provide department management support, operational management support, and project management support for the Integrated Web Strategy and Technology Department with a large focus on supporting the Vice President, Integrated Web Strategy and Technology. The incumbent responsibilities includes, but is not limited to, performing difficult and complex administrative and project management tasks requiring considerable independent judgment, initiative and discretion within the Institute’s policies. The scope includes providing administrative oversight, operational support, reporting, and analysis to the Vice President, Integrated Web Strategy and Technology and the Integrated Web Strategy and Technology senior staff team. In this capacity, the incumbent will exercise discretion and independent judgment with respect to decisions related to the operations and administration of a large, multi-department team comprising of over 30 employees and contractors.

Department Management Support- (40%)

• Prepare budget reports, analyze & tracks results, and formulates recommendations for improvement for budgeting, this includes:
  -Retrieving, printing and distributing monthly financial reports using FRx Drilldown 
  -Assists in the development of department budget.
  -Analyzes budget patterns, projects expenditures, and prepares approved budget.
  -Other projects and reports, as determined by the VP

• Serves as the primary administrative point of contact and manages the administrative support for Web and Technology Governance, and related task groups, including:
  -Meeting planning including establishing meeting objectives, selecting and inspecting the meeting site, scheduling the meeting, budgeting expenses, lining up speakers, and negotiating with suppliers of materials, food, and entertainment.
  -Agenda development 
  -Travel logistics
  -Conference Call logistics
  -SharePoint and Document Management
  -Meeting minutes, reports, and action items
  -Listserve administration
  -Per diems, vouchers, and expense reports administration

• Prepares team level reports, including assistance with the Management Report to the AIA Board of Directors and other strategic operational reports.


Operational Management Support-(40%)

• Provides general office management support such as ordering department supplies, coordinating equipment maintenance and upkeep (fax, copiers, printers, etc).
• Manage the VP’s calendar, including setting up appointments, scheduling meetings, resolving conflicting priorities, and ensuring that the VP is on time, organized and well prepared for each meeting/appointment. This includes responsibility for the management of Outlook calendar entries.
• Maintains organized and complete file systems (paper and electronic) to document all projects, correspondence, and activities of the VP’s office. Also maintains confidential departmental information files, such as budget and personnel information.
• Research options and arranges the most cost efficient and convenient business-related travel arrangements for the VP, and others upon request. Assembles comprehensive travel itineraries including all background and contact information to ensure the VP is well prepared.
• Answers the telephone and greets visitors for the VP and the Integrated Web Strategy and Technology department and assure appropriate office coverage. Provides coverage and assistance when the VP is away from the office.
• Develops and maintains rapport, regular telephonic, email, fax contact, and person-to-person contact, with the Institute’s membership, volunteer leadership, and outside consultants, portraying a professional, customer service approach in diverse situations
• Opens, sorts and prioritizes incoming/outgoing mail, including drafting initial responses. Prepares routine correspondence for the VP. Edits and proofreads all correspondence – electronic or hard copy.
• Files, faxes and e-mails documents, as needed. Maintains contact lists, mailing lists and related information.
• Ensures proper meeting setup for IWST team related meetings. Coordinates room reservation, setup, catering, and A/V equipment setup.
• Creates and distributes IWST team meeting announcements.
• Manages the timesheet system to ensure timely authorization and submission of all departmental timesheets. Also, ensures semi-monthly timesheet and pay distribution.
• Prepares payment vouchers on a timely basis, obtains appropriate authorizations and forwards to accounting for payment.
• Coordinates special projects as directed by the VP.

Project/reporting Management Support-(20%)

• Monitors project schedules and task lists for all web and technology projects and work items.
• Communicates and coordinates with IWST staff on schedules, task and item delivery dates, and ensures tracking of completion or issues list.
• Develops project schedules under supervision from project managers or other IWST staff.
• Assists in developing templates for documents, presentations, and other media formats.
• Communicates notices of required action items and minutes from project and other meetings for IWST staff.

-Other members of the Integrated Web Strategy and Technology Department
-AIA Management Council 
- AIA Executive Office
-Other Executive Assistants
-Board Committee Members
-AIA Meeting Staff
-AIA Travel Services 
-AIA IT Services 
-AIA Component Executives
-AIA Finance Staff
-AIA Office Services Staff

Considerable demonstrated ability to provide take-charge support to a senior-level executive. Ability to make sound independent decisions. High degree of initiative. Outstanding service orientation, superior organizational skills, the ability to manage multiple tasks and competing priorities, and strong attention to detail. Skilled in effectively interacting with high-level Board constituents and AIA members with diplomacy and tact. Ability to maintain confidential information. Superb skills in written and oral communication and active listening. Advanced experience in the use of Microsoft Office applications, including Outlook, Word, PowerPoint and Excel. Familiar and comfort with using Internet search engines to research and retrieve information. Familiarity with TIMSS database and Adobe Acrobat. Outstanding analytical abilities. Comfortable with financial and data analysis and reporting. Experienced in creating, implementing, and monitoring project plans.

Bachelor or associated degree preferred and three to five years of responsible professional support experience, preferably at the executive level. Background in a non-profit or association environment is strongly preferred.

None.

AIA Human Resources
RE: Job Title and/or Job Code
1735 New York Avenue NW
Washington, DC 20006
Fax: 202/626-7476
E-mail: aiajobs@aia.org