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The American Institute of Architects, Los Angeles Chapter (AIA|LA) seeks an Executive Assistant & Office Administrator to join our staff starting mid-June of 2019. The Executive Assistant & Office Manager acts as assistant to the Executive Director and supports general office operations, including accounting and office organization. In addition to daily duties, all AIA|LA Staff support and attend annual AIA|LA conferences, award ceremonies, and meetings, all of which are located within the Los Angeles area. Applicants with a passion for arts & architecture, urban design, civic engagement, and producing large- and small-scale events are encouraged to apply.
Our benefits package includes 100% health insurance coverage, office parking spot or monthly Metro pass, a staff professional development stipend for continuing education, two weeks of paid vacation and 6 local and national holidays. Our office is fast-paced, as we produce over 120 evens each year, but has a friendly and casual atmosphere.
2-3 years of experience in an administrative or similar role
Bachelor or Associate’s degree (or comparable degree)
Knowledge of office management and procedures
Excellent written and verbal communication skills
Excellent time management skills and the ability to prioritize work while juggling multiple projects, both short and long term
Strong organizational skills
Proficiency in Microsoft Excel, Word, PowerPoint; preferred experience with website management, financial management systems.
Sections listed in order of priority, with highest at top
Assistant to Executive Director
Conserve Executive Director's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintain Executive Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
Maintain diary, arrange meetings and appointments and provide reminders
Organize and process Executive Director’s expenses and reimbursements
Act as the point of contact between the executives and internal/external clients
Board of Directors
Schedule board meetings, send invites, collect RSVPs
Assist board with any and all requests
Maintain updated for Strategic Plan initiatives, including Events Reports and Measures of Success
Oversee at least one Board of Directors Task Force
Offer support on cleaning up official AIALA documents for board use (i.e. budget, bylaws, Presidential Awards Policy etc.)
Accounting & Business Maintenance
Process invoices and request check payment for all vendors
Keep record of all checks deposited, maintain printed record of all payments
Maintain all documentation for not-for-profit status, business certificates, tax filings, and other government fees
Coordinate relationships with Chapter’s vendors, invoices and payments
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Take dictation and minutes and accurately enter data
Produce reports, presentations and briefs
Develop and carry out an efficient documentation and filing system
Monitor office supplies and research advantageous deals or suppliers
Maintain kitchen; stock supplies and organization
Provide research for events (locations, vendors etc.)
Coordinate events happening inside office (internal calendar)
Coordinate office maintenance, repairs, and IT support
Resolve administrative problems by analyzing information; identify and communicate solutions
Maintain organized records, files and archives in office and basement storage
Support website maintenance
Welcome guests and customers by greeting them, in person or on the telephone; answer or direct inquiries
Receive and post mail and packages
Coordinate the “front of the house” ensuring it is tidy and orderly
Occasionally run office errands
Please email 1) a resume and 2) a cover letter to [email protected]. Strong applications will include a unique, tailored cover letter and a short list of references.