Association Leadership Liaison & Customer Service Coordinator
American Association of Airport Executives
Location: Alexandria, VA
Type: Full Time
Required Education: 4 Year Degree
Administrative, Clerical, Support
Customer Service and Support
The Association Leadership Liaison & Customer Service Coordinator is responsible for providing exceptional customer service to association leaders as well as assisting the corporate engagement, human resources, marketing, meetings, and membership departments in service areas. This position works closely with the Executive Vice President, Meetings, Membership, Marketing, Administration & Foundation on leadership travel, events, and communications.
Primary duties and responsibilities:
Responsible for managing the overall travel process for AAAE board of Directors and Policy Review Council meetings (held three times annually) for all AAAE Leadership by collecting travel details, making hotel reservations and ground transportation needs, handling the confirmation process, etc.
Responsible for preparing logistics for such events, including creating seating charts, name cards, AV and F&B needs, managing speaker logistics, staff support and participation, etc. These functions also pertain to Executive Retreats, EMT meetings, Chapter Officers Meeting, Past Chairs Meeting, and any other VIP events.
Researches, negotiates, and selects venues for private dinners and special events held in conjunction with all Leadership retreats and events throughout the year. Handles the invitation and response process for such events, as well as menu preparation, ground transportation associated with and day of logistical coordination.
Responsible for collection and presentation of documentation needed to support each Leadership Meeting, such as management of Board and Executive Committee books, creation of PPT presentations, providing support for in-person and virtual events. Responsible for annual review of AAAE’s leadership travel costs and for presenting details of such expenses.
Supports sales team with confirming advertising sales for Airport Magazine print and digital, Aviation News Today or aaae.org by preparing the insertion order for the client to sign, collecting artwork and making sure it complies with specs and sizing for print, online tile, half-width and/or banner ads, uploading and saving art, updating our tracking system, preparing invoice details for accounting, and preparing advertisers’ index.
Conducts monthly quality control checks for exhibitor floor plans to ensure it matches company name, booth size, and various reporting vehicles (MIS, a2z, Google docs).
Assists with planning and execution of staff / team events in-house, such as benefit rollouts, health and wellness events, staff outings, office catering, etc.
Assists with developing and managing a marketing editorial calendar.
Supports association social media engagement, including maintaining a social media calendar and scheduling posts (including video).
Conducts periodic website review and tracking.
Manages department inbox, AAAE Meetings.
Assists with customer service for virtual events/meetings and on-site meetings held in AAAE’s Conference Center.
Produces Aviation Industry Meetings Calendar.
Provides positive experience and professional service to AAAE members via phone and email.
Manages department inboxes, including Member Services and Classifieds.
Assists members in navigating and logging into the website, processing payments, etc.
Performs database management, maintenance, and integrity checks to ensure that data is accurate, complete, and captured in?a consistent manner.
Education, prior work experience, and specialized skills and knowledge:
1-2 years of administrative or customer service experience
Experience in a non-profit or association setting strongly preferred
MS Office skills
Excellent organizational, communications, and customer service skills
Strong attention to detail and ability to multi-task
Must be self-motivated and able to work independently
The American Association of Airport Executives (AAAE) has a unique DNA in the association business with a low dues model that requires innovation, industry-leading products and services and world class member service. We attract top talent by being a mission driven organization that can truly affect change in our world by empowering airport executives. How? With a rich heritage of training, professional development, and the creation of programs and products that serve the needs of airports with their mission of advancing safety, security, environmental stewardship, diversity, and beyond. In this way our employees are allowed to do challenging, interesting, and rewarding work and become invested owners. But what also makes AAAE unique and a truly great place to work is the culture.
AAAE makes no secret that it values and is genuinely devoted to its employees and members. AAAE demonstrates this to its employees in the rich and at times, unheard of, benefits it offers employees, in the collaborative open team environment where ideas from all levels of the organization are encouraged and supported from the CEO down, in the recruiting process where no candidate is offered employmen...t without first being interviewed and approved by a team of AAAE employees, in the recognition and praise it gives employees for their good work with numerous awards and performance based bonuses, in the growth and ownership opportunities it gives employees, and in the personal connections it makes with its employees on a day to day basis. However, even with all of this, AAAE would not be as great a place to work, if it were not for the dedicated members that the employees have the good fortune to interact with on a regular basis and serve. Our employees value and appreciate our members and our members value and appreciate our employees. The desire to help them drives us all to constantly improve and innovate. To do more, so we can give more back to our members.
In addition, AAAE is an Equal Opportunity / Affirmative Action Employer that is committed to creating a work environment in which all team members engage and perform at the highest levels and see the value of different perspectives and backgrounds. We strive to attract, invest in, and develop the talents of people of diverse backgrounds who reflect the society and community in which we live and do business because we not only believe it is right to do but also believe that doing so will enhance our business relationships, generate greater innovation, increase productivity, and more.