Senior Manager, Conference Operations and Logistics

4 weeks ago

Washington, Washington, D.C., United States The American Institute of Architects Full time
Job Summary

We are seeking a highly skilled and experienced Senior Manager, Conference Operations and Logistics to join our team at The American Institute of Architects. This role will be responsible for providing operational support for the AIA Conference on Architecture & Design, and other AIA meetings and events, as needed.

Key Responsibilities
  • 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.
  • 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.
  • 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.
Requirements
  • 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.
What We Offer
  • 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

We are an equal opportunity employer and welcome applications from diverse candidates. The American Institute of Architects is committed to creating a workplace that is inclusive and respectful of all employees. We are proud to offer a comprehensive benefits package that reflects our company values and workplace culture.

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