Description:

This is an administrative position responsible for providing project management, office, and financial support to the Managing Director, Software and Product Services and Director, Contract Documents Education.

• Develops and maintains rapport, regular telephonic, email and fax contact, and, when called for, person-to-person contact, with the users of AIA Contract Documents, Institute and component leaders and staff, consultants, etc., in a professional, and courteous customer service manner.
• Provides project related assistance to the Managing Director, Software and Product Services and Director, Contract Documents Education.
• Provides general office management support.
• Assists in the drafting, preparation and posting of contract documents-related information on various AIA web sites (use Sharepoint portal software for advisory committee documents and Stellent for posting documents and information on AIA.org).
• Maintains the AIA Contract Document email distribution list.
• Assists with recruitment of customers and non customers for the periodic evaluation of new product ideas and beta software.
• Coordinates with AIA in-house meeting planners to provide hotel rooms, meeting space, AV and catering requirements for Software Advisory Committee meetings and other meetings as required.
• Prepares meeting notices and agendas, and hotel rooming lists.
• Coordinates travel arrangements for the Software Advisory Committee; schedule appointments and meeting space; set up and coordinate conference calls.
• Record and distribute minutes of various meetings with special attention to action items.
• Assists in the preparation of meeting and presentation materials (such as the production and shipping of education-related manuals and binders of information for quarterly committee meetings).
• Serves as the primary staff contact for committee members regarding meeting details, including travel reimbursements.
• Maintains the filing system, including electronic files.
• Assists with the transmittal of renewal letters to AIA Contract Documents customers.
• Prepares presentations for assorted education and technology meetings and events.
• Assists with special projects, as required; especially procurement effort.
• Ensures that all confidential information is handled with complete discretion.
• Provide background for customer and member inquiries by researching the AIA association management software.

Financial:
• Prepares expense and payment vouchers related to contract documents software and product services and the education program on a timely basis, assuring appropriate authorizations and forwarding to accounting for processing.
• Monitors monthly expenses relative to budgeted amounts.
• Reviews bills for accuracy; prepare staff expense reports, payment vouchers and spreadsheets of expenses.
• Assists the director and the managing director in the preparation of the budget.

• Other members of the AIA Contract Documents team
• AIA staff directors and managers
• AIA Finance and Accounting managers and staff
• Executive Office staff
• Other Team Associates
• AIA staff
• AIA members, contract document users, and volunteer leadership
• Component Executives and constituent leaders
• Representatives from consulting firms and outside groups

Strong skills in written and oral communication and active listening. Advanced skills in the use of Microsoft Office applications, including Outlook, Word, PowerPoint and Excel and Adobe Acrobat.
Skill in utilizing Internet search engines to research and retrieve information. Familiarity SharePoint software. Willingness to learn other applications as instruction is provided.

Demonstrated ability to provide take-charge support. Ability to make sound independent decisions. Willing to work in a collaborative team environment. Outstanding service orientation, superior organizational skills, the ability to manage multiple tasks and competing priorities, and strong attention to detail. Skill in effectively interacting with high-level constituents and AIA members with diplomacy and tact. Ability to maintain confidential information.

Bachelor’s degree in Business or related field and one to two years of responsible administrative support experience or related combination of training and experience. Experience in the non-profit or association environment strongly preferred.

None.

AIA Human Resources
RE: Job Title and/or Job Code
1735 New York Avenue NW
Washington, DC 20006
Fax: 202/626-7476
E-mail: aiajobs@aia.org