Operations Manager

The American Institute of Architects • Washington, DC

2h • $75,000 - $85,000 • Hybrid

About The Position

The Operations Manager is a joint position serving the AIA Trust (approximately 70 percent of the role) and AIA (approximately 30 percent). The position reports to the AIA Trust Executive Director, who provides overall supervision and sets priorities for Trust responsibilities. For designated AIA responsibilities, the role receives direction from AIA’s Chief Financial and Administrative Officer (CFAO), consistent with the agreed allocation of responsibilities.

The Operations Manager provides coordinated operational, governance, communications, finance, legal, and administrative support across the two affiliated organizations. For the AIA Trust, the role supports programs, Board activities, communications, and day-to-day operations. For AIA, it supports designated finance, legal, and administrative functions. The position offers experience across nonprofit operations, governance, communications, education, finance, legal administration, and member engagement.

This is a hybrid position based in the Washington, DC metropolitan area. Candidates must reside in Washington, DC, Maryland, or Virginia. During onboarding, generally the first six months, the role is expected to work on-site at AIA’s Global Campus one day per week. After onboarding, the flexible hybrid schedule is coordinated with the AIA Trust Executive Director and AIA CFAO based on organizational needs. Occasional travel, approximately two to three trips annually, is required for Board meetings, conferences, and AIA events. Occasional evening or weekend work may be required. There are no supervisory responsibilities.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• Two to five years of progressively responsible experience in nonprofit operations, association management, communications, marketing, event planning, executive support, or a related field.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and take ownership of assigned responsibilities.
• Clear communication skills and the ability to manage competing priorities and develop practical solutions in a collaborative, mission-driven environment.
• Ability to manage multiple priorities with exceptional attention to detail, take initiative, anticipate needs, and follow through independently.
• Professionalism and discretion when handling confidential information, and the ability to build positive working relationships.
• Proficiency with Microsoft Office Suite and other standard business applications.
• Must reside in Washington, DC, Maryland, or Virginia.
• Availability for occasional travel, approximately two to three trips annually, and occasional evening or weekend work as required for meetings and events.
• Ability to work on-site at AIA’s Global Campus one day per week during the onboarding period, generally the first six months.

Nice To Haves

• Experience developing professional communications and digital marketing materials.
• Experience managing websites using WordPress or a similar content management system.
• Experience with expense management systems, corporate credit card administration, committee support, or contract workflows.
• Experience using graphic design software such as Canva, Adobe Express, or similar.
• Flexibility, teamwork, comfort with varied responsibilities, and interest in using technology to improve efficiency and organizational effectiveness.

Responsibilities

• Coordinate the planning and execution of three annual AIA Trust Trustee Board meetings, including logistics, attendee communications, schedules, and meeting materials.
• Support Board governance by preparing agendas, presentations, minutes, action items, and follow-up documentation in collaboration with the Executive Director.
• Coordinate communications with Trustees, plan providers, guest speakers, AIA staff, and other stakeholders.
• Support planning and execution of AIA Trust educational programs, conferences, and special events, including Trust Week, the AIA Conference on Architecture & Design, and the AIA Leadership Summit.
• Coordinate conference materials, signage, promotional items, and event resources with AIA staff and vendors; represent the AIA Trust professionally at meetings, conferences, and industry events.
• Coordinate educational program, webinar, and virtual event logistics, including scheduling, registration, virtual meeting arrangements, continuing education reporting, certificates, and follow-up.
• Partner with the AIA Education Department to obtain continuing education credits and ensure compliance with AIA learning requirements.
• Serve as the primary contact for the AIA Trust’s general inbox, phone line, and mail, responding to inquiries or directing requests appropriately.
• Maintain Trust databases, online directories, and member-facing resources, ensuring information is accurate and current.
• Support member and Component engagement through educational resources, outreach, program communications, and responsive service to members, Components, Trustees, plan providers, partners, and AIA staff.
• Manage and maintain the AIA Trust website, including content updates, landing pages, and coordination of technical enhancements.
• Develop communications and digital marketing materials, including graphics, presentations, one-pagers, promotional materials, web content, and newsletter content.
• Draft, edit, and format communications for members, Components, Trustees, partners, and other stakeholders.
• Prepare marketing content and creative assets for newsletters, social media, conferences, educational programs, and outreach in collaboration with AIA Marketing.
• Maintain digital assets, templates, and brand resources, and collaborate with AIA Marketing and other partners to keep communications timely, accurate, and aligned with organizational priorities and brand standards.
• Monitor website and digital engagement metrics, prepare regular reports, and identify opportunities to improve performance.
• Support conference marketing, sponsorship deliverables, and promotional initiatives; use technology, AI-assisted tools, and emerging digital resources to improve communications, efficiency, and workflow.
• Support the Executive Director with day-to-day operational, governance, and administrative activities.
• Exercise stewardship of Trust resources by making thoughtful purchasing decisions, tracking expenses and supporting documentation, considering budget constraints, and identifying cost savings and operational efficiencies.
• Coordinate vendor relationships, contracts, invoices, reimbursement requests, and other administrative processes.
• Maintain organizational records, files, and procedures with attention to accuracy, organization, and confidentiality.
• Identify opportunities to improve workflows through technology, automation, and continuous process improvement; manage special projects and other responsibilities as assigned.
• Coordinate monthly AIA Finance and Audit Committee meetings, including agenda development, meeting materials, and posting resources to Community Hub.
• Administer the AIA corporate credit card process, including monthly statement notifications and reminders to staff and volunteers.
• Support staff and volunteer expense administration through SAP Concur, including coordination of the AIA Treasurer’s quarterly review of volunteer expenses.
• Coordinate with AIA Legal staff on contract submissions, approvals, technology platform processes, and compliance requirements.
• Support additional finance, legal, and administrative projects assigned by the AIA CFAO, consistent with the position’s agreed AIA responsibilities and allocated time.

Benefits

• Medical, vision, and dental coverage.
• 401(k).
• Flexible work arrangements.
• Paid time off.
• Parental leave.
• Flexible spending accounts.
• Life insurance coverage up to two times salary and disability plans at no cost.
• Tuition and membership reimbursements.
• Employee Assistance Program for employees and family members.
• SmartBenefits transportation program, including up to $55 monthly in public transportation benefits and pretax METRO parking.
• Computer purchase program.
• Fitness club discounts.
• Prepaid legal services program.
• Identity theft protection.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level