Requisition Number: 2022-10-002
Job Title: MANAGER, EVENTS
City: Reston
State: VA

MANAGER, EVENTS

Apply Now

Description/Job Summary

The American Institute of Aeronautics and Astronautics (www.aiaa.org) in Reston, VA seeks a Manager, EventsThe focus of this position is to manage and oversee the site identification, evaluation, negotiation, and contracting for AIAA events. Reporting to the Director, Event Product Management, in this role you will also be responsible for managing event logistics, including development of new ideas to enhance the attendee experience; and manage and interface with vendors to ensure successful execution of events.


AIAA has a Flexible Workplace, where staff work primarily remote, but are required to attend meetings in the office and collaborate in person as needed.  Candidates must reside in the Washington, DC metro area. 

Responsibilities/Duties


  • Venue selection
    • Maintain a list of suitable venues for AIAA events, updating as appropriate with suggestions from stakeholders
    • Collect requirements for all activities and committee meetings planned during event from other staff
    • Prepare Request for Proposals (RFP) for venues
    • Evaluate RFP responses against requirements and assess financial viability of proposals
    • Travel to venue(s) to conduct site visit to ensure property meets the needs of the event requirements
    • Present recommendations to senior staff for venue decision
    • Negotiate contracts with venues ensuring AIAA’s minimum requirements are met in terms of government rated rooms, sleeping room blocks, room rates
  • Budget and financial management
    • Develop expense budget for event logistics including but not limited to A/V, catering, security, temporary staff, facility rental, décor, signage
    • Track potential for attrition penalties and work with venue to minimize impact
    • Monitor new logistics requirements and assess impact on budget
    • Track budgeted expenses and approve bills from the venue and vendors associated
    • Review monthly financials to ensure any discrepancies (positive or negative) are reported to the Forum Project Manager and Accounting for corrective reporting.
  • Event logistics
    • Proactively work with other staff and stakeholders on planning specific activities that enhance the forum.
    • Work with venues, vendors, staff and volunteer organizers to think outside of the box to curate new, positive, and creative experiences for attendees.
    • Actively monitor event logistics onsite, assess issues, troubleshoot issues, and make adjustments as needed. 
    • Research potential vendors and negotiate contracts and costs and services for audio/visual, security and hired temporary staff.
    • Coordinate production of onsite directional signage and stage set with decorating vendor based on design and branding requirements provided by Communications, Design, and Marketing teams.
    • Collect requirements from staff committee liaisons and schedule committee meetings occurring at forums.
    • Manage process of forum In-Conjunction With (ICW) meeting requests.
    • Manage onsite logistics and communicate needs/requirements to appropriate staff (i.e., determining staff schedule, making staff reservations at hotels, etc.).
    • Provide logistical information to Marketing staff to use for event promotions such as websites.
  • Participate in regular Forum Project Team planning meetings to provide updates on logistics.
  • Other duties as assigned by Director, Event Product Management.

Required Skills

  • Detail oriented/deadline driven
  • Strong negotiation skills
  • Strong oral and written communication skills
  • Ability to work concurrently on multiple tasks/projects
  • Ability to problem solve in real time 
  • Ability to work in a team environment
  • Maintain pleasant and cooperative demeanor working with staff, vendors, and volunteers
  • Demonstrated proficiency in Microsoft Office Word, Excel and PowerPoint
  • Moderate travel required (8-10 trips per year, or approximately 20%)

Required Experience

  • Minimum 5-7 years of related experience in event planning and logistics for small to mid-size conferences and exhibitions and special events
  • Association experience preferred
  • Bachelors’ degree in related field required, or an equivalent combination of education and experience
  • Certified Meeting Professional (CMP) certification preferred

Details


About AIAA

AIAA’s purpose is to ignite and celebrate aerospace ingenuity and collaboration, and its importance to our way of life. AIAA is the world’s largest technical society dedicated to the global aerospace profession. We are comprised of individual and corporate members from around the world. AIAA carries forth a proud tradition of more than 80 years of aerospace leadership. 


Working at AIAA

AIAA offers a strong compensation package for this position, which includes base salary and a discretionary bonus. Our benefits are highly competitive and include medical, dental and vision insurance with dependent coverage; 403(b) plan with an employer contribution and match; generous paid leave and holiday schedule. 

Apply Now

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at careers@aiaa.org and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO is the Law Poster and Pay Transparency Statement.