January 29, 2024

Open Position at AIA: Executive Assistant

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Title: Executive Assistant
Reports to: Executive Director

The AIA, the oldest and largest non-profit in the U.S. supporting professional archaeologists, seeks an energetic, organized, and detail-oriented individual to support the work of the Institute as an Executive Assistant. The Executive Assistant provides high-level operational and administrative support to the Executive Director and Chief Operating Officer and manages all logistics for the office, the Governing Board, Council, and all committees. 

Supervisory Responsibilities: None

Duties/Responsibilities: 

Operational and Administrative Support: 

• Coordinates with the Executive Director to support the Organization. 
• Handles requests and queries appropriately and delegates when necessary. 
• Maintains supplies for the office and organizes staff meetings and events. 
• Assists with mailings and mail distribution as needed. 
• Establishes and maintains paper and electronic filing systems on server, donations management, accounting systems and other established formats. 
• Assists with database management. 
• Other duties as assigned. 

Board/Governance: 

• Manages Board-related matters and serves as primary point of contact for all Board members, Board Committee members, and other Board Committees. 
• Plans and coordinates Board Committee meetings, Governing Board meetings, Council meetings, convenings, retreats, and other gatherings.  
• Attends and manages all meeting coordination for the Board and the following Board committee meetings for these meetings: 
• Executive Committee, Finance Committee, Audit Committee, Development Committee, Nominating Committee, Council Annual Meeting. 
• Takes 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. 
• Prepares and organizes Board and Council materials including drafting agendas, preparing meeting packets, organizing committee reports, delegate communications, online Council election, and distributing relevant materials. 
• Provides 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). 
• Manages and coordinates trustee orientations and trainings. 
• Organizes Committee appointments in conjunction with the AIA President and Executive Director and maintains rosters and charges for all Committees.  
• Works with the Board, Council, and Committees to support governance and board compliance matters. 
• Maintains and updates the Trustee Handbook and Institute policies, procedures, and regulations. 
• Maintains discretion and confidentiality in all relationships with Board Members, Committee Members, and all Board and Institute matters. 
• Maintains up to date contact information for all Board members. 

Required Skills/Abilities:  

• 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.). 
• Proficiency in Microsoft Office Programs (Outlook, Teams, Word, Excel, and PowerPoint). 
• Willingness to stay up to date with technology and enhance skills through professional development and training.  
• Knowledge of, or familiarity with archaeology or a related academic field a plus.  
• Ability to represent AIA and engage with the public, members of the organization, major donors, Board members, and other stakeholders.   

Education and 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. 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer. 
• Must be able to lift up to 25 pounds at times. 
• Ability to travel for extended periods of time. 

Compensation and Benefits: 

• Salary range $60,000 – $65,000 
• Comprehensive Benefits 

How To Apply
Please send a resume with cover letter and/or an equivalent cover email to careers@archaeological.org.

The AIA is committed to equal employment opportunity for all. Applicants for employment and employees are reviewed on their individual qualifications for a position. Under no circumstances will the AIA discriminate against qualified individuals on the basis of race, color, religious creed, retaliation, national origin, ancestry, sexual orientation, gender, disability, mental illness, genetics, marital status, age, veteran status, or any other basis prohibited under applicable law. The AIA complies with applicable federal, state, and local laws governing discrimination in the Boston and New York offices.