This entry-level professional position on AIA’s Knowledge & Practice team works with staff across the Institute and volunteer leadership to provide administrative and project support on a variety of programs, events, and products for a portfolio of member-driven groups. Reporting to the Director, Knowledge & Practice Operations, and working closely with the Director, Firm Engagement, the incumbent is responsible for executing projects in support of leadership education and for-firm initiatives.
Provide superior customer service by responding to email and telephone requests for information in a timely manner—identifying the appropriate staff person or resources, collecting the relevant information, and packaging the response in an audience-focused language.
Support the administration of the Center for Civic Leadership, Small Firm Exchange, Large Firm Round Table, and Center for Practice – organizing logistics; maintaining digital working documents in Dropbox; scheduling and administrating audio and web calls; booking meeting space; developing and distributing agendas; ensuring participants are prepared for meetings and conference calls; taking, distributing, and archiving meeting notes.
Support the annual multi-site Leadership Institute, AIA Conference programming, and committee meetings.
Marketing and communications
Support dissemination of content and resources to members through email communications in Real Magnet and web content on multiple AIA.org domains.
Ensure content is produced within established information architecture and taxonomy to maximize findability across channels. Ensuring appropriate information is uploaded to the AIA Digital Repository.
Execute tasks in graphic design and HTML coding for projects while ensuring compliance with AIA Brand Guidelines and Policies.
Maintain committee rosters and run monthly reports in netFORUM providing membership statistics.
Create and maintain evaluations and other surveys through Survey Monkey, JotForm, etc. Distribute results to appropriate parties in a timely manner.
Process all deposits and invoices for payment keeping detailed records of information and payment method. Answer questions regarding entry requirements and process refunds as necessary.
Other duties as assigned.
Knowledge and Practice team staff
Other AIA departments including Brand and Engagement, Accounting/Finance, Continuing Education, Product Strategy, Knowledge Communities, Content Governance, Product Strategy
Considerable skill in providing direct administrative and project support to a team. Demonstrated ability to effectively prioritize and manage multiple projects that have participation from various AIA departments, external organizations and AIA components. Strong diplomacy skills, and the ability to work well with others.
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.
Strong decision making abilities and ability to problem solve. Ability to interact effectively in an individual membership environment, recognize and identify member concerns, analyze issues and concepts to correctly state a problem and develop recommended solutions.
Intermediate level or higher skill set in using Microsoft Office, including expertise in Word, Excel, Access, PowerPoint and Outlook. Familiarity with HTML (Dreamweaver or other) and graphic design platforms (InDesign, Illustrator, etc.) strongly preferred. Proficiency in use of membership databases. Effective proofreading skills. Ability to use a computer keyboard with relative speed (50 wpm+) and accuracy.
BA or BS degree in liberal arts, english, communication, business, marketing, architecture or related field and 1-3 years of responsible administrative & project management experience or equivalent combination of education and experience. Some association experience as staff or volunteer is also preferred.
Additional Salary Information: Please include desired salary with resume submission