Spec, Aviation Events

JOB SUMMARY

As a key member of the Outreach and Events team, the Aviation Event Specialist will oversee critical components of event production for a diverse range of AOPA events. This role includes managing housing, transportation, event and department finances, contract submission and tracking, event permitting, and volunteer management. The position also involves onsite support of AOPA’s presence at AOPA and non-AOPA events.

ESSENTIAL FUNCTIONS

• Procure and manage housing accommodations for all events as assigned, to include staff housing for AOPA Fly-Ins, national airshows, management offsites, attendee accommodations for AOPA departmental events, board and VIP meetings; promotion of housing options for AOPA Fly-In attendees.

• Research accommodation options for event staff and attendees, produce and distribute Requests for Proposals, secure bids, and manage contracts for accommodation needs.

• Develop and maintain payment schedules.

• Develop and manage housing lists for all staff and attendees.

• Manage communications between staff and attendees regarding their accommodation needs and confirmations; communicate with hotels/housing providers to ensure adequate accommodation.

• Process chargebacks to other cost centers.

• Procure and manage ground transportation as needed for events as assigned, to include AOPA Fly-ins, AOPA departmental events, board and VIP meetings.

• Research ground transportation options for events, produce and distribute Requests for Proposals, secure bids, and manage contracts with service providers.

• Develop and maintain payment schedules.

• Develop transportation plan and schedules for all events as assigned.

• Manage communications between contractors, event managers, and attendees.

• Onsite management of all transportation aspects of the events

• Support AOPA event managers in securing event permits, food service permits, alcohol permits, and other permitting requirements as needed.

• Procure and manage volunteers as needed for events including AOPA Fly-ins and other events as needed

• Establish company volunteer needs including time and quantity of volunteers.

• Research and establish volunteer sources including colleges, flight schools, flying clubs, type clubs, Civil Air Patrol units, local members, and any other local resource for qualified volunteers.

• Create and manage web-based registration process for all volunteers that enable volunteers to sign up for service, and empower them to understand their roles and responsibilities

• Communicate in a timely fashion with all volunteers prior, during and post event to ensure they have adequate preparation, understanding of their roles, and expectations

• Verify airside volunteer qualifications.

• Order supplies needed for volunteer positions, including admission tickets, parking passes, training, lunch, and equipment.

• Provide onsite volunteer management at events, including check-in/registration and point of contact for updates or changes.

• Send post-event thank-you correspondence.

• Manage department spending and event budgets

• Develop comprehensive budgets for various events, ensuring alignment with organizational financial goals and event requirements.

• Maintain accurate records of all expenditures related to events and departmental activities.

• Prepare and present regular financial reports, including budget variance analysis, to team members and department management.

• Ensure that all financial agreements and transactions are documented and processed in accordance with company policies.

• Pay invoices via credit card, including providing receipts, invoices, or other documentation as required by the accounting department.

• Enter payment requests for electronic payments or check into accounting software, including providing invoices and other documentation as required for payment.

• Track the request throughout the approval process and verify receipt of funds after issuance.

• Resolve any conflicts or delays as needed.

• Communicate with and process back-charges with other departments participating in the event.

• Resolve discrepancies with other participating business units and accounting departments.

• Support AOPA presence at AOPA and non-AOPA events to include sponsored events

• Support procurement of meeting room, booth space, giveaways, catering, staffing, signage, collateral, and deliverables.

• Support execution of contracts relating to smaller events.

• Identify, ship and receive supplies needed for events.

• Maintain list of sponsored events and satisfy deliverables and deadlines.

• Procure and ship AOPA branded merchandise as approved by management.

REQUIRED JOB QUALIFICATIONS

• Bachelor/Associate’s degree or equivalent experience.
• Two to four years of prior experience with event management and/or project management.
• Proficient in Microsoft Word, Excel, Outlook, and internet-based research.
• Prior database management experience preferred.
• Must thrive in a fast-paced ever-changing environment with advanced project and time management skills.
• Able to adapt to changeable priorities requiring scheduling flexibility.
• Excellent attention to detail and good quality control skills.
• Excellent verbal and written communication skills to effectively communicate with all levels internally and externally.
• Able to work both independently and within a team to complete all projects on time

PREFERRED JOB QUALIFICATIONS

• Prior database management experience preferred.