Events Specialist

The American Institute of Architects•Washington, DC

just now•Hybrid

About The Position

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.

Requirements

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.

Responsibilities

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.

Benefits

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
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