What are the responsibilities and job description for the Sr. Director, Conference Operations 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 Managing Director, Events, the Senior Director, Conference Operations leads the operational planning, coordination, and on-the-ground successful execution of the AIA Conference on Architecture & Design, ensuring all aspects of the event are delivered efficiently, effectively, and in alignment with the strategic vision.
The Senior Director leads the development, coordination, and execution of the event across venue, vendor, logistics, and attendee-experience delivery, ensuring that approved events and activities are effectively integrated into the overall conference program. Through strong project management, cross-functional coordination, vendor oversight, and attention to operational detail, this role ensures the conference is delivered on time, within budget, and to a high standard while continuously improving the attendee and stakeholder experience.
Job Duties:
- Serve as the operational owner of the event strategy for the conference, translating the conference leadership team's vision into a long-term, executable plan. This includes identifying innovative solutions and experiences that drive growth in revenue and satisfaction scores while advancing AIA's broader initiatives.
- Work closely with experienced design consultants and internal subject matter experts (SMEs) to identify opportunities for improvement and implement strategies for enhanced attendee experience. Identify and implement event industry best practices with an appreciation for the architecture profession.
- Lead the strategic direction of the annual event request review process: identify gaps in current programming against attendee needs and AIA's strategic priorities, and determine which events, formats, or topics should be added, refreshed, or prioritized to strengthen alignment with the conference vision. Provide direction and oversight to the Manager, Conference Operations in their day-to-day logistical and administrative execution of the event request process.
- Serve as day-to-day operational lead for primary event vendor relationships, including but not limited to general service contractor, production and audio-visual supplier, CVB, convention center, housing, shuttle, and other partners, to ensure vendor deliverables meet or exceed contracted terms and deliver strong ROI for customers, attendees, and vendors.
- In collaboration with Business Development, oversee the successful fulfillment of sponsored items and events ensuring expected ROI is delivered or exceeded.
- Identify areas of opportunities and establish protocols to increase value for both attendees and exhibitors. Implement new strategies to increase satisfaction level and develop brand loyalty among these stakeholders.
- Lead project management develop a conference schedule, content, and experience that deliver on the AIA Brand promise and results in growth, innovation and a must-attend experience.
- Manage internal staffing and resourcing for the conference to ensure that each area is focused on continuous enhancement and efficiency.
- Serve as owner of the relationship with the temporary staffing management company, coordinating temp staffing needs for the conference and ensuring that all areas have appropriate coverage, while staying within a predetermined budget.
- .Manage and execute the conference budget in partnership with the Managing Director, including tracking spend, processing vendor invoices and purchase orders, monitoring variances against the approved budget, and providing input to revenue and expense forecasts.
- Develop housing recommendations and strategies for conference attendees in partnership with housing and shuttle vendors and manage day-to-day housing operations to include contract review and processing, specialty block monitoring, staff & vendor housing, final invoice reconciliation and housing revenue tracking.
- Other duties s as assigned.
Frequent Contacts
- Events Team
- Business Development Team
- Cross-functional teams
- Elected leadership/volunteers
- AIA Leadership Team
- Vendors/suppliers
- Consultants
Qualifications
Demonstrated practical experience managing and planning successful events, meetings, conferences, and conventions. Evidence of creativity or innovation in planning events. Demonstrated experience developing and managing a complex budget. Excellent interpersonal and communications skills with a customer service focus. Self-motivated, detail oriented, and strategic with proven skills in team problem solving. Innovative, creative, and able to see a challenge or problem quickly and respond. Effective decision-making aptitude.
Education:
Bachelor's degree in business management or related field preferred, with a minimum of ten years of related meeting management experience, including experience managing a major meeting or convention. Association experience and/or architectural background in education and/or experience are desirable but not required. Ability to travel is a must.
Supervisory Requirements: 2- direct reports contractor management
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: 10%
Work Location: 100% Remote from approved states
100% Remote from the AIA Approved States: DC, MD, VA, AR, CT, DE, FL, GA, ID, IL, IA, KS, KY, MA, ME, MI, MN, MT, NH, NM, NY, NC, OK, PA, SC, SD, TN, UT, VT, WI, WY/ Applicants from states not listed above are ineligible.
This position will periodically be required to be on-site at the AIA Headquarters in Washington, D.C.
Equal opportunity employer as to all protected groups, including protected 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.