Description:

This is an administrative support position in which the incumbent assists the Managing Director and the Contract Documents Content department in support of their programs, projects, quarterly Documents Committee meetings (some travel may be required) and day-to-day operations.

• Coordinate with AIA in-house meeting planners to provide hotel rooms, meeting space, AV and catering requirements for Documents Committee meetings.
• At off-site meetings, coordinate services with the facility’s staff.
• Coordinate travel arrangements for the Documents Committee and team.
• Prepare meeting notices and agendas, and hotel rooming lists.
• Prepare binders of information for quarterly committee meetings.
• Submit Continuing Education forms for recording CES credits earned for meeting attendance.
• Serve as the primary staff contact for committee members regarding meeting details, including travel reimbursements.
• Assist in the proofreading, and production of documents, as needed.
• Prepare tables and spreadsheets of review comments and questionnaire data.
• Monitor monthly expenses relative to budgeted amounts.
• Review bills for accuracy; prepare staff expense reports, payment vouchers and spreadsheets of expenses.
• Assist the managing director in the preparation of the budget.
• Maintain the filing system for the team, including electronic files.
• Schedule appointments and meeting space.
• Set up and coordinate conference calls.
• Assist in preparing appointment letters for Documents Committee members.
• Maintain committee rosters, organizational charts and e-mail lists.
• Serve as the SharePoint (Web-based filing system) coordinator.
• Sort and distribute mail to the team twice daily.
• Order and maintain supplies.
• Assist the team with special projects, as required.

-Contract Documents team
-AIA Documents Committee
-AIA meetings planners
-Other AIA staff

Considerable skill in providing direct administrative support to a team. Experience interacting with a wide variety of clientele (volunteer leadership, members, staff, visitors). Superior organizational skills. Ability to multi-task. Strong attention to detail and commitment to quality. Skill in establishing and maintaining effective and efficient office management systems. Skill in basic office accounting. Advanced experience with Microsoft Office applications (Word, Excel, Outlook, PowerPoint). Effective proofreading skills. Ability to use a computer keyboard with relative speed (40 wpm+) and accuracy.

College coursework or a college degree strongly preferred. A minimum of two to three years of responsible administrative experience.

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