Executive Assistant

Archaeological Institute of America; Auburndale (MA); On-site; USD 70,000 - 95,000; Full time

Job summary

The Archaeological Institute of America seeks an Executive Assistant to provide high-level operational and administrative support to the Executive Director, CFO, Associate Publisher and Director of Development. The role also manages logistics for the office, Governing Board, Council and all committees.

Responsibilities include coordinating with senior leaders, organizing staff meetings and events, supporting development activities, preparing agendas and board materials, recording minutes, and

Qualifications

• Bachelor's degree or equivalent professional experience.
• Minimum of 5+ years supporting senior executives.
• Experience with meeting and event planning.
• Familiarity with Robert’s Rules of Order is a plus.
• Strong diplomacy and interpersonal skills.

Responsibilities

• Coordinate with the Executive Director to support the Organization.
• Organize staff meetings and events.
• Provide administrative support for development activities, including donor correspondence and gift processing.
• Plan, coordinate and manage Board committee meetings, convenings and Council meetings, and prepare materials.
• Record minutes at key meetings and maintain confidential information.

Skills

Executive support

Board coordination

Meeting planning

Communication

Diplomacy

Education

Bachelor's degree

Tools

Microsoft Office

Job description

The Executive Assistant provides high-level operational and administrative support to the Executive Director, Chief Financial Officer, Associate Publisher 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 Suppor t:

• Coordinate with the Executive Director to support the Organization.
• Handle requests and queries appropriately and delegate when necessary.
• Organize staff meetings and event.
• Provide administrative support for development and fundraising activities, including donor correspondence, gift processing, and ongoing donor stewardship efforts.
• Other duties as assigned.

Board/Governance:

• 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.
• Schedule Committee and Interest Group Meetings for the Annual Meeting.
• Record minutes at Executive Committee (4 per year), Governing Board (4 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.
• 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.
• 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.

Education and Experience:

• Bachelor's degree or a minimum of 5+ years of experience working in a professional environment with high-level executives.
• Minimum of 3+ years of experience in meeting/event planning preferred.
• Previous Board experience and knowledge and familiarity Robert’s Rules of Order preferred.
• 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.
• 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.
• 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 prioritize and multi-task with great follow-up skills.