The Director, Corporate Events supports AIA’s Corporate Events division and reports to the Assistant Vice President, Corporate Events and the Office of the President. The position has dual components and is responsible for the coordination and support of various corporate meetings and operational planning to include tracking organization-wide projects, collaboration and expressing reporting status.
Core Duties and Responsibilities: Corporate Events
Serve as liaison to AIA councils, committees and member companies for their attendance and participation at AIA corporate events.
Plan and implement event logistics including site selection/visits, hotel contract negotiation, food & beverage selection, audio visual support, transportation, signage orders, general session production/décor, event security, staff/vendor/speaker/VIP hotel arrangements, final bill review/payment and post conference review
Ensure that the appropriate level of support and participation is identified and communicated to AIA senior leadership
Determine requirements and coordinate the delivery of communications material for AIA senior leadership (i.e. speeches, remarks, introductions, etc.)
Staff & Event Coordination
Work with division leads to support the meeting and event agendas
Ensure timely delivery of required materials. Develop action plans and track schedule /performance metrics to ensure progress on key issues
Coordinate the corporate events calendar. Work to de-conflict AIA’s events with internal and external meetings to achieve successful implementation and participation
Prepare and coordinate all necessary briefing, background material and communications for the Office of the President for their participation and attendance
Streamline, standardize, and implement procedures in order to create a consistent and dependable delivery for key organization meetings and activities
Coordinate and interact with member company representatives, broad and multi-industry coalitions, and other associations who participate or attend AIA meetings
Coordinate with government agencies, advisory committees and industry associations as directed by the Office of the President or AVP regarding attendance or participation at AIA events in order to ensure seamless event execution
Qualifications and Experience:
Seven years of event management experience or ten years’ applicable experience is required, preferably in an association environment
Strong ability to balance multiple priorities, work independently and participate as a part of a cross-functional team, keep others informed through clear written and oral communication, while maintaining a high level of productivity
Solid project management skills, including the development of work plans, responsibilities and timelines, while maintaining high quality standards and attention to detail
Experience working with executive event planning, including communications and marketing, site selection, site recommendation, developing and managing project timelines and budgets, contract negotiation, room set-up and management, web registration, housing, banquet event orders (BEOs), and audio/visual quotes
Bachelor’s Degree in business management, hospitality management or related field.
Special Skills or Requirements
Willing and able to travel domestically and internationally
Impressive portfolio of previously managed events
Excellent time management and communication skills
Functional skill across the Microsoft Suite of programs with advanced capability in Microsoft Excel and PowerPoint
Affable and professional personal interaction to balance between meeting suspenses and assisting team members with understanding requirements
The Aerospace Industries Association (AIA), founded in 1919 only a few years after the birth of flight, is the premier trade association representing major aerospace and defense manufacturers and suppliers in the United States.
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