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About the Role
The Operations Manager is a joint position serving both the AIA Trust and AIA, providing coordinated operational, governance, communications, finance, legal, and administrative support. This role offers broad experience across nonprofit operations, governance, communications, education, finance, legal administration, and member engagement while supporting initiatives that strengthen the architectural profession.
Responsibilities
- Coordinate the planning and execution of three annual Trustee Board meetings, including two in-person meetings.
- Coordinate meeting logistics, including venue arrangements, hotel room blocks, catering, audiovisual services, contracts, attendee communications, and meeting schedules.
- Support effective Board governance by preparing agendas, meeting materials, presentations, minutes, action items, and follow-up documentation.
- Coordinate communications with Trustees, plan providers, guest speakers, AIA staff, and other stakeholders.
- Support planning and execution of AIA Trust educational programs, conferences, and special events.
- Coordinate conference materials, signage, promotional items, and event resources.
- Represent the AIA Trust professionally at meetings, conferences, and industry events.
- Coordinate logistics for educational programs, webinars, and virtual events.
- Partner with the AIA Education Department to obtain continuing education credits and ensure compliance with AIA learning requirements.
- Manage webinar scheduling, attendee registration, virtual meeting logistics, continuing education reporting, certificate distribution, and post-event follow-up.
- Serve as the primary point of contact for the AIA Trust's general inbox, phone line, and mail.
- Maintain the Trust's databases, online directories, and member-facing resources.
- Support member and Component engagement initiatives by coordinating educational resources, outreach activities, and program communications.
- Build positive relationships by providing responsive, professional service to members, Components, Trustees, plan providers, partners, and AIA staff.
- Manage and maintain the AIA Trust website, including content updates, landing pages, and coordination of technical enhancements.
- Develop communications and digital marketing assets—including graphics, presentations, one-pagers, promotional materials, web content, and newsletter content.
- Draft, edit, and format communications for members, Components, Trustees, partners, and other stakeholders.
- Prepare marketing content and creative assets for newsletters, social media, conferences, educational programs, and outreach efforts.
- Collaborate with AIA Marketing and other partners to ensure communications are timely, accurate, and aligned with organizational priorities.
- Maintain digital assets, templates, and brand resources while ensuring communications reflect the AIA Trust's brand standards, messaging, and mission.
- Monitor website and digital engagement metrics, preparing regular reports and identifying opportunities to improve performance.
- Support conference marketing, sponsorship deliverables, and promotional initiatives.
- Leverage technology, AI-assisted tools, and emerging digital resources to improve communication, efficiency, and workflow.
- Support the Executive Director with day-to-day operational, governance, and administrative activities.
- Exercise good stewardship of the Trust's resources by making thoughtful purchasing decisions, tracking expenses and supporting documentation, remaining mindful of budget considerations, and identifying opportunities for cost savings and operational efficiency.
- Coordinate vendor relationships, contracts, invoices, reimbursement requests, and other administrative processes.
- Prepare supporting documentation and materials for Board and committee meetings.
- Maintain organizational records, files, and procedures, ensuring accuracy, organization, and confidentiality.
- Identify opportunities to improve workflows through technology, automation, and continuous process improvement.
- Manage special projects and other responsibilities as assigned.
- Coordinate monthly AIA Finance and Audit Committee meetings, including agenda development, meeting materials, and posting resources to Community Hub.
- Administer the AIA corporate credit card process, including monthly statement notifications and reminders to staff and volunteers.
- Support staff and volunteer expense administration through SAP Concur.
- Coordinate with AIA Legal staff on contract submissions, approvals, technology platform processes, and compliance requirements.
- Support additional finance, legal, and administrative projects as assigned by the AIA CFAO.
Requirements
- Demonstrated ability to work independently, exercise sound judgment, maintain confidentiality, and take ownership of assigned responsibilities.
- Communicates clearly across teams, manages competing priorities and develops practical solutions in a collaborative, mission-driven environment.
- Experience developing professional communications and digital marketing materials.
- Experience managing websites using WordPress or a similar content management system.
- Proficiency with Microsoft Office Suite and other standard business applications.
- Experience with expense management systems, corporate credit card administration, committee support, or contract workflows preferred.
- Experience using graphic design software (e.g., Canva, Adobe Express, or similar) preferred.
- Candidates must reside in Washington, DC, Maryland, or Virginia.
- Occasional evening or weekend work may be required to support meetings and events.
Skills
- Event & Meeting Management
- Programs & Member Engagement
- Communications & Marketing
- Operations & Administration
- Finance & Administrative Support
- WordPress
- Microsoft Office Suite
- Canva
- Adobe Express
Location
- Washington, DC metropolitan area
Work Type
- Hybrid
- Occasional travel
- Occasional evening or weekend work
Experience Level
- Two to five years of progressively responsible experience in nonprofit operations, association management, communications, marketing, event planning, executive support, or a related field.
Education Level
- Bachelor's degree or equivalent combination of education and experience.
Benefits
- Medical, vision, and dental
- 401(k)
- Flexibility
- Paid time off
- Parental Leave
- Flexible spending accounts
- Income protection, including Life Insurance Coverage up to 2x salary, and disability plans at no cost
- Tuition and membership reimbursements
- Employee Assistance Program (EAP) for employees and their family members
- SmartBenefits transportation program, featuring up to $55 monthly in public transportation as well as pretax METRO parking
- Computer purchase program
- Fitness club discounts
- Prepaid legal services program
- Identity theft protection
About the Company
- The AIA Trust is a financially independent nonprofit organization affiliated with the American Institute of Architects (AIA). Since 1952, the Trust has helped architects protect their practices and build stronger businesses by providing access to insurance, retirement, legal, risk management, and educational resources.
- The American Institute of Architects (AIA), a professional membership organization for architecture and design professionals, offers an opportunity to advance the value of architecture while supporting architects and design professionals with the resources they need to do their best work.
- The organization is committed to driving positive change through design, strengthening communities, promoting sustainability and climate resilience, advancing equity and human rights, and fostering economic opportunity.
- AIA is also dedicated to building a culture of equity, diversity, and inclusion within the architecture profession to help create a better built environment for all.
Equal Opportunity
- Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities