Executive Assistant Job at Archaeological Institute of America in Newton

The Executive Assistant provides high-level operational and administrative support to the Executive Director, Chief Financial Officer, Associate Publisher/Director of Meetings and Director of Development and manages all logistics for the office, the Governing Board, Council, and all committees.

Reports To:

Executive Director

Duties/Responsibilities:

Operational and Administrative Support:

• Coordinate with the Executive Director to support the Organization
• Handle requests and queries appropriately and delegate when necessary
• Maintain supplies for the office
• Maintain office system
• Organize staff meetings and event
• Distribute mail to appropriate staff
• Manage outgoing weekly mailing
• Prepare AIA Tours Repeaters Report
• Establish and maintain paper and electronic filing systems on the server and other established format
• Assist with Archaeology circulation projects as needed
• Other duties as assigned

Board/Governance:

• Manage Board-related matters and serve as primary point of contact for all Board members, Board Committee members, and other Board Committees.
• Plan, coordinate, and manage the following Board committee meetings: Governing Board, Executive Committee, Finance Committee, Audit Committee, Development Committee, and Nominating Committee, convenings, retreats and other gatherings.
• Assist with planning, coordinating, and managing the AIA Council meeting.
• Record minutes at Executive Committee (3 per year), Governing Board (3 per year), and Council (1 per year) meetings, as well as minutes for the Finance, Development, and Audit Committees.
• Prepare and organize Board, Executive, Finance, Audit and Council materials including drafting agendas, preparing meeting packets, organizing committee reports, delegate communications, online Council election, and distributing relevant materials.
• Provide day-of meeting support for the Council, Board, Executive Committee, and other Board Committees, as well as support for Board events around Board meetings and the Annual Meeting (each January).
• Manage and coordinate trustee orientations and training.
• Organize Committee appointments in conjunction with the AIA President and Executive Director and maintain rosters and charges for all Committees.
• Work with the Board, Council, and Committees to support governance and board compliance matters.
• Maintain and update the Trustee Handbook and Institute policies, procedures, and regulations.
• Maintain discretion and confidentiality in all relationships with Board Members, Committee Members, and all Board and Institute matters.
• Maintain up to date contact information for all Board members.

Education and Experience:

• Bachelor's degree or equivalent experience.
• Minimum of 5+ years of experience working in a professional environment with high-level executives.
• Previous Board experience preferred.
• Minimum of 3+ years of experience in meeting/event planning preferred.
• Knowledge and familiarity with charitable nonprofit governance, state nonprofit laws, sector practices, and Robert’s Rules of Order.
• Strong diplomacy and interpersonal skills with the ability to build relationships, offer dissenting points of view in consistently constructive and positive ways, and demonstrate a high level of service and responsiveness.
• Ability to generate respect and trust from staff and colleagues while fostering cross-functional collaboration and a strong sense of teamwork.
• Excellent organizational and administrative skills with a commitment to detail.
• Perform and prioritize multiple tasks seamlessly in a fast-paced environment.
• Excellent written and verbal communication.
• Ability to meet deadlines, work under pressure, and demonstrate sound judgment.
• Ability to work outside normal business hours, including evenings and weekends as events dictate.
• Ability to travel as needed, including to the Annual Meeting every January (held in different locations around the U.S.).
• Proficient in Microsoft Office suite.
• Willingness to stay up to date with technology and enhance skills through professional development and training.
• Ability to represent AIA and engage with the public, members of the organization, major donors, Board members, and other stakeholders.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Knowledge of, or familiarity with archaeology or a related academic field a plus.