LA2050
American Institute of Architects Los Angeles

Executive Assistant and Office Administrator

Employment type
Full-Time
Posted
2 months 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.