Manager, Conference Operations

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 Sr. Director, Events Operation & Experience, the manager is responsible for providing operational support for the AIA Conference on Architecture & Design, and other AIA meetings and events, as needed. This role will work cross-functionally to develop experiences to achieve the goals of the event and support the priorities of AIA.

Job Duties:

• With Senior Director, Event Operations & Experience, manage pre, onsite, and post logistics for AIA Conference on Architecture & Design.
• Assist with the scheduling of site visits, work with the host city convention and visitor's bureau to develop itineraries, and coordinate logistics of site visits, to include hotel reservations, group dinners, convention center catering, etc.
• Support Sr. Director, Event Operations & Experience and Managing Director with analysis, research, statistics, and documentation of site selection criteria, background reports, and AIA convention history.
• Review future year(s) convention center contracts to ensure meeting space outlined in the contract meets the needs of the AIA.
• Create and manage meeting space grid, to include convention center and headquarter hotel meeting rooms.
• Assign usage of convention center meeting rooms and functional areas, and headquarters hotel meeting space to support conference operational needs.
• Assist with the design, layout, and completion of key AIA areas in the convention center, i.e., meeting rooms, AIA Design Shop, Registration, lounges, and offices, in a timely and efficient manner within budget, and in collaboration with general service contractor. Confirm onsite accuracy of all office buildouts, AIA areas, and event setups.
• Develop and manage all event specifications, including meeting room setup, food and beverage, audiovisual/technical needs, platform requirements, and other services.
• Serve as the primary contact for all event venue personnel during preplanning, onsite, and post-event wrap-up.
• Manage the conference volunteer program and staffing. Volunteer management will include supporting Manager, Event Technology & Operations with setup of Volunteer Local registration site, responding to volunteer inquiries, creation of volunteer handbook, and leading training sessions. Staffing management responsibilities include communicating with organization staff, development of staff guide, management of the overall staffing schedule, supporting the Senior Director, Event Operations & Experience with staff trainings and office hours, and collaboration with onsite staff lead to ensure all areas have proper support.
• Along with the Sr. Director, Events Operations and Experience, help to anticipate, develop, and implement contingency plans as needed onsite. Troubleshoot and solve onsite problems.
• Establish and maintain relationships with key vendors to include hotel sales representatives, transportation, housing, caterers, and decorator.
• Serve as liaison with third-party housing vendor on contract processing, housing site creation, specialty block management, master account setup, housing-related customer service inquiries, staff and vendor housing, etc.
• Serve as the primary point of contact for transportation vendor, managing budgets and service agreements to meet event needs. Provide regular housing updates to vendor, receive and review shuttle schedule for accuracy and placement in conference app, manage shuttle operations onsite and address any issues or adjustments in real-time.
• Manage conference event request process. Develop event submission site, and all event request documents and communications, vet requests for strategic alignment and provide recommendations for approval, manage collection of event details for internal requests, and provide recommendations based on industry best practices, assign meeting space as requested at convention center and/or headquarter hotel.
• Contribute to preparation of marketing materials, and conference Web sites.
• Review convention center and vendor invoices for accuracy. Research and resolve any discrepancies. Submit invoices and ensure that bills are paid in a timely manner. Work with accounting to ensure funds are applied to appropriate accounts.
• In collaboration with Manager, Event Technology & Operations, develop and manage the staff Convention Resources page to communicate with staff key deadlines, planning documents, menus and price lists, and other convention information.
• Assist in the development, review, and testing of mobile app and virtual platforms for annual conference, leadership, and specialty meetings and event.
• Support annual budgeting process by monitoring prior year revenues and expenses, applying projections forward based on location, program, and financial objectives. Maintain rationale and records for all expenses.
• Monitor conference inbox and respond to all messages in a timely manner, or forward to the appropriate internal contact for response.
• Oversee and support all operation and logistical activities for other meetings and events, as assigned.

Frequent Contacts:

• Event Staff
• Communications and Marketing Teams
• Other Cross-departmental Teams
• Elected leadership/volunteers
• Senior Leadership Team
• Vendors/suppliers

Qualifications:

Demonstrated practical experience managing and planning large and successful events, meetings, conferences and conventions. Evidence of creativity and innovation in program planning for events. Demonstrated experience in the development and management of large, complicated budgets. Excellent interpersonal and communications skills and customer service focus. Self-motivated, detail oriented, and a strategic thinker with proven skills in team problem solving. Innovation, creativity, and able to see a challenge or problem quickly and address it satisfactorily. Effective decision-making aptitude.

Education:

Bachelor's degree in business management or related field preferred, with a minimum of four (4) - five (5) years of related meeting management experience, including experience supporting large meetings or conferences. Association experience is desirable, but not required. Travel is required.

Certifications:

CMP, CEM, CMM, DES preferred but not required

Supervisory Requirements: None

Travel Requirements: Minimum

What we offer:

We offer a comprehensive benefits package that reflects our company values and workplace culture, including:

• Medical 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
• Computer purchase program
• Fitness club discounts
• Prepaid legal services program
• Identity theft protection

Work Location: 100% Remote/*Hybrid from the Washington DC metro area

*All AIA employees in the DC metro area are currently working remotely during our office renovation. Employees in the DC Metro area will return to a hybrid work environment in the newly renovated office at the completion of the renovation in Spring 2025.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability, in accordance with the applicable law.