CalSAE Career Center

Executive Assistant

AIA California
Sacramento, California, United States
16 days ago


The Executive Assistant provides administrative support to the Executive Vice President and performs special projects as assigned; is responsible for the daily operations of the organization’s governance; is the primary staff advisor to The American Institute of Architects, California (AIA CA) Secretary/Treasurer; serves as a staff liaison to the Board of Directors, Executive Committee, and the Procedures and Documents Committee; is responsible for archives; serves as back-up receptionist; other duties as assigned.



  • Drafts routine correspondence for the Executive Vice President and proofreads correspondence for grammar, typing and other errors;
  • Handles the Executive Vice President travel arrangements;
  • Performs special projects as requested;
  • Maintains Executive Vice President's filing system to ensure ready access to materials, and duplicates materials needed for files or distribution;
  • Serves as the primary staff advisor to the AIA CA Secretary/Treasurer
  • Serves as the staff advisor to the Executive Committee, Board of Director, Procedures and Documents Committee, and others as assigned. Entails assessing meeting needs, the preparation of meeting agendas and the compiling of agenda materials, preparation for virtual meetings, coordinating facility arrangements and member attendance, drafting minutes, reports, and summaries; reserves meeting space and lodging for all AIA CA Board of Directors and Executive Committee meetings one to two years in advance of meeting.
  • Negotiates contracts with supply, equipment and services vendors, as well as meeting facility and catering personnel;
  • Maintains AIA CA archives in accordance with the AIA CA administrative policy on record retention;
  • Serves as AIA CA Injury Illness and Prevention program manager;
  • Serves as back-up Receptionist;
  • Develops administrative policies, procedures and systems for consideration by the EVP or appropriate committee.
  • Drafts annual budget request for Executive Committee, Board of Directors, Procedures and Documents Committee, Installation event, AIA Grassroots, AIA Conference on Architecture, AIA Large State Meeting, AIA Liaison, and overhead components in conjunction with the Director of Finance. The Executive Assistant is responsible for managing approximately $150,000 annually.
  • Supervises and directs the occasional temporary employees.
  • Other duties as assigned.

Job Information

  • Job ID: 63083282
  • Location:
    Sacramento, California, United States
  • Position Title: Executive Assistant
  • Company Name For Job: AIA California
  • Job Function: Administrative/Clerical/Support
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 1-2 Years

Please refer to the company's website or job descriptions to learn more about them.

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