What are the responsibilities and job description for the Events Specialist position at The American Institute of Architects?
The American Institute of Architects (AIA)
AIA will provide you with the opportunity to advocate for the value of architecture and give architects and design professionals the resources they need to do their best work. The collective voice of architects is essential, and our work drives positive change through the power of design.
Each one of us at AIA is a leader committed to demonstrating our mission and values and designing a better future for our country and planet. Even in times of change, AIA's values remain constant:
- We stand for equity and human rights
- We stand for architecture that strengthens our communities
- We stand for a sustainable future
- We stand for protecting communities from the impacts of climate change
- We stand for economic opportunity
- We stand for investing in the future
- We speak up, and policymakers listen
The American Institute of Architects, as part of the global community, is building a culture of equity, diversity, and inclusion within the profession of architecture to create a better built environment for all. Achieving this vision has a direct impact on the relevance of the profession of architecture and the world's prosperity, health, and future.
Job Summary:
Reporting to the Director, Specialty & Leadership Events, the Events Specialist is responsible for operational support for AIA meetings and events. This role will work cross-functionally to develop experiences to achieve the goals of the event and support the priorities of AIA.
Job Duties:
- Support pre, onsite, and post event logistics for AIA meetings and events, to include Leadership Events, Signature Events, the AIA Conference on Architecture & Design, and select Knowledge Community events, as well as other meetings and events.
- Coordinate catering, hotels, transportation, travel, temporary staff, meeting setups, and audiovisual needs, etc. for a portfolio of small meetings/events.
- Process hotel credit applications and track completion and approval for AIA specialty events.
- Monitor Events team in-boxes and respond to all messages in a timely manner, or forward to the appropriate internal contact for response.
- When and as required, travel for the purpose of site inspections, on-site meeting operations and or registration, and overall staffing during events.
- Provide full onsite meeting management support including logistics and operations, F&B, registration, transportation management, signage, etc.
- Support the audit of invoices for meeting services and submit invoices for processing in a timely manner.
- Provide operational support to Director, Leadership Events for AIA leadership meetings and events.
- Coordinate shipping process for the AIA Conference on Architecture & Design, CRAN, WLS, COD, and other events as needed.
- Work with staff and general service contractor on the development of the shipping schedule and prepare shipping manifest. Maintain detailed inventory of materials shipped.
- Prepare and ship badges for AIA specialty events.
- Coordinate transportation for keynote speakers for the AIA Conference on Architecture & Design and all transportation as needed for AIA signature events.
- Assist in the development, review, and testing of mobile apps and virtual platforms for the annual conference and specialty meetings and events.
- Assist with other administrative tasks and team projects as needed.
Frequent Contacts:
- Event Staff
- Marketing and Communications Teams
- Other Cross-departmental Teams
- Elected leadership/volunteers
- Senior Leadership Team
- Vendors/suppliers
Qualifications:
- Ability to work efficiently in a fast-paced environment, manage priorities, maintain attention to detail, produce accurate work, and meet critical deadlines.
- Strong written and verbal communication skills.
- Customer service-focused with a positive, team-oriented attitude.
- Proactive problem-solving skills
- Excellent team player with ability to work independently and take initiative.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with event management platforms a plus.
Bachelor's degree or equivalent experience preferred. Three to four years of experience in tradeshows, meetings, conferences, or related fields required, or equivalent certification/experience.
Supervisory Requirement: None
What we offer:
We offer a comprehensive benefits package that reflects our company values and workplace culture, including:
- Medical, vision and dental
- 401(k)
- Flexibility
- Paid time off
- Flexible spending accounts
- Income protection (Life Insurance Coverage up to 2x salary) & disability plans at no cost.
- Tuition and membership reimbursements
- AIA employees have access to a variety of other programs, including:
- Employee Assistance Program (EAP) for employees and their family members
- SmartBenefits transportation program, featuring up to $55 monthly in public transportation as well as pretax METRO parking
- Computer purchase program
- Fitness club discounts
- Prepaid legal services program
- Identity theft protection
Travel Requirements: This position will periodically be required to travel for event support
Work Location: The American Institute of Architects is based in Washington, DC
Hybrid from the Washington, DC area metro only (DC, MD, VA)
States not listed are not eligible
This position will periodically be required to be on-site at the AIA Headquarters in Washington, D.C.
Equal Opportunity Employer, including veterans and individuals with disabilities.
An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.