Part time - AA Search Committee Administrative Assistant
Who We Are
The Architectural Association was founded in 1847, opening as a day school in 1901. The AA is governed by its members and is committed to public benefit attained by the learning, teaching, discussion and promotion of architecture. With circa 750 students and 250 academic and administrative staff the AA School is central to the AA. The school is recognised as a worldwide leader in architectural education, with graduates that include many of the world’s leading architects, scholars, critics and educators.
The Role
Currently the AA is in the process of nominating a new school Director and a Search Committee has been put together to facilitate this effort. As part of this the Committee is seeking an Administrative Assistant who will be tasked with the coordination of meetings and Committee members’ schedules, the master calendar, minute taking for each meeting and the planning of all travel for perspective Director candidates during the interview process. The committee will hold weekly meetings that the Administrative Assistant will be required to attend. Paramount to this endeavour is the need for confidentiality to ensure the integrity of the process and the potential candidates’ current job status.
Time Commitment: you will be required to work a minimum of 6 hours per week, 2 of these will be to attend a weekly meeting on a Wednesday evening and the others to be agreed with candidates on a weekly basis. The hours required may increase due to the demands of the role over the next few months so candidate should be as flexible as possible. Attending meetings in the evening and possibly on weekends is a definite requirement of the role.
Main Responsibilities
Working closely with the AA Search Committee Members the role will be focused on but not limited to the following:
Meeting minute taking: taking meeting minutes that are an accurate record of decisions and discussions; writing up notes that list authorship and responsibility of statements and required tasks; copying and distributing minutes to all Search Committee Participants; and appropriate filing for future reference or legal requirements.
Meeting Coordination and Scheduling: the Search Committee consists of 11 individuals with varying schedules and commitments and the Administrative Assistant will be tasked with the communication of all meeting dates and times, events, scheduled interviews, etc so that all parties involved are aware of required appointments in advance.
Interview Arrangements: During the interview process of potential AA Director candidates travel arrangements and accommodation are required and will be the responsibility of the Administrative Assistant. Candidates will be from both International and from the UK. Confidentiality of these arrangements are of the highest of importance to ensure the trust of the candidates. Additionally, booking external venues for the interviews to take place will be required to maintain confidentiality.
Weekly Meeting Attendance: The Administrative Assistant will be required to attend all meetings, which will be held once a week and typically take place in the evenings. In addition to this there will be occasional lunchtime meetings as well as the candidate interviews where attendance is compulsory.
Essential Experience and skills
Have experience with minute taking
Strong communication and interpersonal skills
IT Literate – intermediate/advanced Microsoft Word/Excel/Outlook or Apple equivalent.
Have experience making UK and International travel arrangements
What We Offer
You will be paid at the rate of £12 ph.