Administrative Associate, International Programs

Arlington, Virginia
Apr 28, 2017
Jun 02, 2017
Full Time

Purpose: This position is responsible for assisting in the logistical and programmatic activities of operations associated with AIA's participation in international trade shows.

Nature and Scope of Work:  Tasks will focus primarily on support for AIA’s involvement with international air and trade shows.  Additional activities may be related to any area of the International Affairs Division’s portfolio and administrative support for the International Affairs Division.  Position reports to the Vice President, International Affairs.

Typical Duties: 

  • Provide advance and on-site logistical and operational support for participation of U.S. aircraft and aircrew, U.S. military and government personnel at international air/trade shows
  • Interface with U.S. Government and Embassy personnel as well as contractors and show organizers
  • Organize and conduct event registration and badging, budget tracking and invoice / expense report management related to international trade shows
  • Inform member companies of USG participation levels at shows and member focused activities through work with the International Exhibition Committee
  • Serve as the lead for all updates to trade show events and the International Division pages of the AIA website
  • Conduct attendee tracking, registration and material consolidation for airshow signature series roundtable events as well as all council, committee, and working group meetings
  • Prepare briefing memos and assemble briefing materials for AIA senior staff in preparation for their participation in trade shows in coordination with Communications and Corporate Events Divisions
  • Coordinate membership outreach in advance of trade shows in coordination with Membership Division
  • Responsible for recording minutes and providing support for Exhibition Committee meetings and conference calls in addition to supporting International Affairs Division’s Washington-DC based meetings and events, such as the quarterly Security Cooperation Industry Group (SCIG) meeting and annual Defense Institute for Security Cooperation Studies (DISCS) Industry Security Cooperation course.
  • Maintain common calendars, including the annual tradeshow calendar, the internal Division calendar and council, committee and working group meeting calendar
  • Serve as the International Division staff lead for all Personify database updates, changes, and maintenance
  • Support Vice President for International Affairs in all membership recruitment and retention activities
  • Other duties as assigned
  • Qualifications:

  • A minimum of 2 years logistics or event management experience, including budget management, preferably with an interest or focus on the aerospace/defense industry
  • Bachelor’s degree, preferably in government or international affairs, is preferred or equivalent work experience
  • Experience working directly with the U.S. military is preferred; military service is valued
  • Experience in the aerospace/defense industry and/or trade associations or membership organizations is preferred
  • Excellent interpersonal, time management, and communication (verbal and written) skills
  • Strong organizational skills; ability to multi-task, prioritize, work independently, and apply a strong attention to detail
  • Ability to travel internationally on a semi-regular basis required (approximately 4-6 times per year for 1-2 weeks at a time)
  • Strong computer skills; proficiency in Microsoft Office applications, including Word, Power Point, Excel, and Microsoft Outlook as well as WordPress
  • Experience with Cvent and Personify, or other member database, preferred
  • Proven customer or member service experience and ability to interact effectively with a wide range of individuals, internally and externally, from all levels of industry and government

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