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.
• Monitor and track departmental spending, ensuring adherence to approved budgets and identifying areas for cost savings.
• Collaborate with team members and outside departments to forecast budget needs and allocate resources appropriately.
• 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, give-ways, furniture, 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.

**Although this job description aims to capture the majority of the position duties, other duties may be assigned based on business and departmental needs.?        

• 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. 
• Ability 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.
• Ability to work both independently and within a team to complete all projects on time
• The ability to travel away from home, overnights approximately 65 days per year, including weekends.  

PREFERRED JOB QUALIFICATIONS:   

Prior database management experience preferred.  

WORKING CONDITIONS:   

• This position works in an office setting and in outdoor environments during events. 
• Typical working hours are 8:30 am – 5 pm, Monday through Friday, with a one-hour lunch break while in the office.  Extended hours during events with breaks as time permits. 
• Generally, a climate-controlled environment with exposure to outdoor weather conditions when attending aviation related events, including exposure to higher altitudes and confined spaces if in a general aviation aircraft. 
• Travel is by aircraft (general aviation and commercial) and by road or public transit.    

PHYSICAL DEMANDS:   

The physical demands of this position are typical of a standard office environment and regular travel. While performing the duties of this job, the employee will regularly be required to:  

• Sit for extended periods while working at a computer or attending meetings. 
• Use hands and fingers to operate a computer keyboard, mouse, and other office equipment. 
• Communicate effectively via email, phone, and in-person, which requires clear speech, hearing, and vision. 
• Regularly lift or move items weighing up to 50 pounds, such as boxes of materials or equipment during events. 
• Regularly stand, walk, and reach with hands and arms during the course of normal office activities and during industry related events. 
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions. 

ADDITIONAL INFORMATION:

This position is located at AOPA’s Frederick, MD, office.   

The salary range for this position is: $55,000 - $63,000, depending on education and experience.  

BENEFIT INFORMATION:  

• Flight Training (earn your Private Pilot License for free) & Annual Flight Proficiency Program (so you can keep flying and remain proficient) 
• Medical, Dental, and Vision insurance is available for employees and their dependents the 1st of the month following their start date 
• Flexible Spending Plans 
• Health Savings Plan with employer contribution (for eligible participants) 
• 401(k) Retirement Plan with a company match, and annual discretionary supplemental employer contribution 
• Company paid Short and Long-term Disability Insurance 
• Company paid Life Insurance and AD&D insurance with the option to buy up  
• Paid Time Off (PTO): 17 days accrued during first year (accruals increase based on tenure) 
• Paid Holidays: 12 holidays
• Personal days: 3 (prorated based on hire date) 
• Volunteer day: 1 (prorated based on hire date)  
• Work From Home Fridays 
• Paid Parental Leave  
• AOPA Membership 
• Employee Assistance Program 
• Wellness Program (earn medical insurance premium discounts) 
• Gym Reimbursement Program 
• Supplemental insurance options (critical illness, accident, hospital indemnity) 
• Tuition Reimbursement Program  
• Discount on AOPA swag 
• Business casual dress code 
• Free coffee, tea, hot cocoa