Tell us… how do you turn inspiration into impact?

The 2019 My LA2050 Grants Challenge

$1 Million. 10 Winners. One Year to Shape LA.

Winners will be announced on June 4, 2019.

Check out the entries!

LA2050
American Institute of Architects Los Angeles

Executive Assistant and Office Administrator

Employment type
Full-Time
Posted
11 days ago
Location
Los Angeles
Description

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.

Requirements

  • 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.

 

Job Description

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

 

General

  • 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

 

Front Desk

  • 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

 

To apply

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.