Executive Assistant

The American Institute of Architects (AIA):

AIA will provide you with the opportunity to advocate for the value of architecture and give architects and design professionals the resources they need to do their best work. The collective voice of architects is essential, and our work drives positive change through the power of design.  

Each one of us at AIA is a leader committed to demonstrating our mission and values and designing a better future for our country and planet. Even in times of change, AIA’s values remain constant:

• We stand for equity and human rights
• We stand for architecture that strengthens our communities
• We stand for a sustainable future
• We stand for protecting communities from the impacts of climate change
• We stand for economic opportunity
• We stand for investing in the future
• We speak up, and policymakers listen

The American Institute of Architects, as part of the global community, is building a culture of equity, diversity, and inclusion within the profession of architecture to create a better built environment for all. Achieving this vision has a direct impact on the relevance of the profession of architecture and the world's prosperity, health, and future.

Job Summary

Reporting to the Chief Strategy Officer (CSO), the Executive Assistant provides executive support to the Chief Strategy Officer and EVP/Chief Executive Officer (CEO). While this position primarily supports the CEO, it also provides occasional executive support to the Chief Strategy Officer (CSO), particularly in areas of strategic alignment and organizational planning. 

Serving as the primary point of contact for internal and external stakeholders on all matters involving the CEO and CSO, this role is responsible for managing a dynamic calendar, coordinating travel and meetings, preparing briefings and materials, and handling a wide range of sensitive and complex administrative tasks. The Executive Assistant is a key liaison between the CEO, CSO, Board of Directors, senior leadership, and external partners, helping to ensure the CEO’s and CSO’s time and focus are aligned with the strategic priorities of the Institute. 

Job Duties

Executive Support

• Maintain and manage the CEO’s complex calendar, including proactive scheduling, resolving conflicts, and coordinating with internal and external stakeholders.
• Arrange all aspects of the CEO travel (domestic and international), including transportation, accommodation, and detailed itineraries.
• Prepare briefing materials, background memos, talking points, and presentations for meetings and events.
• Track and follow up on CEO commitments, ensuring timely preparation and coordination for upcoming meetings and deadlines or subsequent action after a meeting occurs

Communications & Relationship Management

• Act as a trusted liaison for the CEO and CSO, cultivating strong relationships with AIA staff, volunteer leaders, component executives, members, and external partners.
• Manage inbound communications to the CEO’s office, including email and phone correspondence, redirecting or escalating as appropriate while maintaining a high level of discretion.
• Draft, review, and proofread correspondence, announcements, and executive communications on behalf of the CEO.

Board and Governance Support

• Partner with the Governance team to coordinate communications, meetings, and materials related to the AIA Board of Directors and Presidential Team.
• Support the preparation and logistics for Board-related activities that involve the CEO, ensuring alignment of calendars and responsibilities.
• Maintain sensitivity to governance procedures, leadership communications, and confidentiality requirements.

Operational & Project Support

• Serve as the administrative lead for meetings convened by the CEO, including Senior Leadership Team meetings and strategic retreats (agenda tracking, materials preparation, logistics).
• Manage CEO-related files, document archiving, and project tracking systems with a high degree of organization and confidentiality.
• Oversee the CEO’s budget, including invoice processing, expense reports, and reconciliation of financial transactions in accordance with organizational policies.
• Manage calendar coordination and travel reimbursements for the AIA President and President-elect in close collaboration with the Governance team, ensuring alignment with the CEO’s, and when appropriated, the CSO’s schedule and organizational priorities. 
• Manage the speaker requests process to ensure coordination of availability and scheduling.

Cross-Office Collaboration

• Work in close collaboration with the Executive Office team to align CEO, CSO, President, and Board priorities, activities, and communications.
• Coordinate across departments to ensure information flow and decision-making support for the CEO’s, CSO’s leadership role.
• Lead or assist with special projects or organizational initiatives as requested.

Frequent contacts

• AIA Board of Directors 
• AIA Executive Office Staff
• AIA Staff 
• AIA Senior Leadership Team
• AIA partners, consultants, and vendors
• Representatives of government agencies, collateral organizations, other associations, consulting firms, and outside groups.

Qualifications

• Demonstrated ability to manage confidential information and sensitive issues with discretion, diplomacy, and integrity.
• Experience supporting multiple executives simultaneously, including managing complex calendars and processing travel reimbursements in alignment with organizational policies and systems.
• Proven success coordinating high-level meetings and travel and supporting strategic initiatives.
• Strong project management and organizational skills; ability to manage multiple priorities, work independently, and meet deadlines under pressure.
• Exceptional communication skills, including the ability to draft and edit correspondence, briefings, and talking points tailored to various audiences.
• Technologically proficient, with advanced skills in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and familiarity with SAP Concur, Zoom, Teams, and other productivity tools.
• Skilled in developing and maintaining strong working relationships across an organization and with external partners.
• Comfortable working across hybrid environments with the flexibility to adapt to evolving needs and schedules.
• Strong interpersonal and emotional intelligence skills, with the ability to navigate diverse perspectives and personalities with professionalism and tact.
• Commitment to continuous learning, collaboration, and fostering an inclusive and respectful workplace.

Bachelor’s degree in business administration, communications, or a related field preferred but not required. A minimum of 5 years of experience supporting senior-level executives in a fast-paced, high-visibility environment; experience supporting a CEO or Executive Director strongly preferred. In lieu of a degree, 7+ years of progressively responsible administrative experience will be considered.

Supervisory Requirements

None

What we offer

We offer a comprehensive benefits package that reflects our company values and workplace culture, including:

• Medical, vision and dental
• 401(k)
• Flexibility
• Paid time off
• Flexible spending accounts
• Income protection (Life Insurance Coverage up to 2x salary) & disability plans at no cost.
• Tuition and membership reimbursements
• AIA employees have access to a variety of other programs, including:
  1. Employee Assistance Program (EAP) for employees and their family members
  2. Computer purchase program
  3. Fitness club discounts
  4. Prepaid legal services program
  5. Identity theft protection

Travel Requirements:  N/A
 

Work Location: 100% Remote from the AIA Approved States: DC, MD, VA, AR, CT, 
                                                  DE, GA, ID, IL, IA, KS, KY, ME, MI, MN, MT, NC, NH, NM, NY, OK,
                                                  PA, SC, SD, TN, UT, VT, WI, WY

All employees are required to attend the quarterly in-person all-staff meetings. 

 Equal Opportunity Employer, including veterans and individuals with disabilities.