Executive Assistant to the CEO at The American Institute of Architects

Washington, District of Columbia, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Sep, 26

Salary

110000.0

Posted On

04 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Travel Coordination, Briefing Preparation, Relationship Management, Board Governance Support, Project Management, Confidentiality, Microsoft Office Suite, SAP Concur, Zoom, Microsoft Teams, Emotional Intelligence, Diplomacy, Professional Writing, Expense Reporting

Industry

Architecture and Planning

Description

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 EVP/Chief Executive Officer (CEO), the Executive Assistant provides executive support to the CEO. 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, Board of Directors, Senior Leadership Team, and external partners, helping to ensure the CEO’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 and background memos for the CEO and coordinate with the Communications team to ensure talking points and presentations for the CEO are received well in advance of all meetings and engagements. * 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, 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. * Manage expense reporting, tracking, and reconciliation for all the CEO’s financial transactions and submit receipts in a timely manner in accordance with organizational policies. * Collaborate with the Governance team to ensure alignment between the CEO, President, and President-Elect'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, President, and Board priorities, activities, and communications. * Coordinate across departments to ensure information flow and decision-making support for the CEO’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 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. * Foster a collaborative and supportive work environment. * 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 * Parental leave * 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: * Employee Assistance Program (EAP) for employees and their family members * Computer purchase program * Fitness club discounts * Prepaid legal services program * Identity theft protection Travel Requirements: Occasional travel is required to support the CEO at conferences and events. Work Location: Hybrid, from the Washington, DC metro area only (DC, MD, VA) Applicants residing in states not listed are not eligible. All employees are required to attend the quarterly in-person all-staff meetings. Equal Opportunity Employer, including veterans and individuals with disabilities.

Responsibilities

Provides high-level administrative support to the CEO, including managing complex calendars, travel, and communications. Acts as a primary liaison between the CEO, Board of Directors, and external partners to align focus with strategic priorities.