As a key member of the Aerospace Industries Association, the Coordinator, Membership and Standards supports functions central to the day-to-day operations of AIA’s Membership and Standards teams. As part of the coordinator cadre at AIA, this position also supports other divisions as needed.
Reporting to the Senior Vice President, Operations, with a dotted line report to the Assistant Vice President, Standards, the Coordinator assists the Membership team with volunteer governance succession planning and supports the Standards team with timely action on standards-related projects.
Core Duties and Responsibilities:
Administrative Duties: Responsible for providing administrative support to the Membership, Air Show, and Standards teams, or other AIA divisions on an as-needed basis.
Administers the registration process; responsible for creating meeting registration in either CVent and/or Dynamics Systems, assisting in executing events onsite, offsite and online including tracking attendance and following up with billing to members and vendors.
Supports AIA’s member database (Microsoft Dynamics): record maintenance, making amendments and changes to member companies, creating/ending system relationships, pulling committee lists for divisions, maintaining committee list updates for divisions, general data cleanup/entry.
Supports preparation of materials for division’s councils and committees as needed. Collects and collates department summaries of meeting presentations. Maintains collections of meeting briefing books. Distributes meeting notices and materials to member company representatives and collects and tracks proxy forms.
Ensures all physical logistics for meetings are in place and operating (for example sets up conference room, ensures audio-visual equipment is operational, and catering/refreshments are in place). After conclusion of the meeting, ensures the space and all equipment has been cleaned and cleared and is ready for use.
Ensures all systems/online logistics for meetings are in place and operating (Teams, Zoom, etc.).
Ensures all meeting notices, read ahead materials and follow-up materials are provided to participants in a timely manner.
Processes all division invoices in corporate payment system.
Current Divisional Support Duties:
Responsibilities in support of Standards team:
Creates, tracks, and processes approval ballots for the National Aerospace Standards program. Has a deep understanding of the standards development process and evaluates each approval ballot to ensure consensus has been reached in accordance with established procedures. Uses a high degree of care to ensure standards development records are accurate throughout the lifecycle of a standards project.
Maintains and updates online balloting and document review system (Higher Logic Workspace), including management of group rosters.
Provides administrative support for 2 ISO committee secretariats held by AIA, which includes posting committee updates within ISO Document system, preparing and issuing approval ballots for ISO standards, posting results of ballots, collating ballot comments, supporting project management of committee work program to ensure projects stay on track and project leaders are reminded of deadlines, providing support for planning of 3 international committee meetings per year. Effective support requires knowledge of (or ability to learn) ISO Directives, including the standards development steps for ISO standards.
Triages Standards email inbox and distributes to appropriate staff for action.
Updates Standards Management Portal (SharePoint environment) and tracking spreadsheets based on ballot status and document updates.
Files copyright for NAS standards on a monthly basis.
Participates in weekly team meetings, provides updates on assigned work, and is an integral part of team problem-solving when issues arise.
Works with Higher Logic helpdesk to troubleshoot any issues with AIA’s site.
Manages the annual collection of fees for technical advisors to the standards program.
Responsibilities in support of Membership team:
Oversees and manages Team Accounting’s A&D revenue reporting from AIA member companies.
Assists Director, Membership with monthly prep work for cross-divisional membership check-ins, by researching and updating engagement metrics tracker for at-risk companies and updating metrics tracker for prospect outreach efforts; attends meetings as schedule allows.
Assists Manager, Member Engagement with Air Show exhibitor list research in preparation for Air Show event-related activity support.
Assists Team Membership with post-membership terminations process, to include telephone exit interviews and database entry.
Supports association wide retention and accounts receivable outreach efforts.
Receptionist Duties: Acts as AIA first representative to callers and visitors to AIA. Provides professional and personal reception to all AIA guests. Acts as the voice and face of AIA to anyone contacting or visiting AIA.
Receives guests and visitors, in a professional manner and give them complete and undivided attention; answers questions, in person and by telephone; responds to inquiries from employees, members and others and refers them to the appropriate to the appropriate AIA contact or other resource.
Answers phone promptly, listens carefully, speaks clearly, uses correct grammar, and provides basic information to callers.
If the person for whom the caller is requesting is not available, offers to take messages or asks if they would like to be transferred to the person’s voicemail.
If a message is taken, obtains specific information such as correct name (ask for spelling), telephone number, time of call, and reason for call.
Ensures comfort and convenience for guests; offers coffee and refreshments.
Gives AIA office directions to callers.
Has back-up responsibility for the Front Desk Guide and helps to ensure that all information is kept up to date and available.
Keeps the reception area organized, clean and neat; ensures model cabinets are clean and neat.
Receives and routes deliveries (Fed-ex etc) and informs staff of deliveries; calls for courier/express mail pickups.
Maintains visitor log and sign-in sheets.
Maintains presence at the front desk to greet all guests, upon arrival, and ensures that no one is allowed unauthorized access to our offices.
Maintains conference room scheduling.
A minimum of 3 years of relevant experience required
AIA is proud to be committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or Veteran status. Consistent with these policies, we strongly believe that diversity contributes to a broader collective perspective that will consistently lead to a better organization and better results. We are working hard to increase the diversity of our team wherever we can and we actively encourage everyone to consider becoming a part of it.
The Aerospace Industries Association (AIA), founded in 1919, only a few years after the birth of flight, is the most authoritative and influential trade association representing the U.S. aerospace and defense industry on Capitol Hill, within the administration and internationally. As the voice of American aerospace and defense, AIA’s strong advocacy is essential to protecting the interests of our nation and our industry.
Based in Arlington, Va., AIA is led by a Board of Governors that meets twice a year and consists of senior representatives of member companies at the c-suite level, and an Executive Committee that meets more frequently. A hallmark of AIA is that it receives its policy guidance from the direct involvement of CEO-level officers of companies of all sizes across all levels of our industry. The government frequently seeks advice from AIA on issues, and AIA provides a forum for government and industry representatives to exchange views and resolve problems on non-competitive matters related to aerospace and defense.
Today, more than 340 major aerospace and defense companies and their suppliers are members of the association, embodying every high-technology manufactu...ring segment of the U.S. aerospace and defense industry including commercial aviation and avionics, manned and unmanned defense systems, and space technologies and satellite communications.
Working together through our councils and committees, AIA is at the forefront of critical issues, such as advocating for robust federal budgets for aerospace and defense, a strong U.S. industrial base, defense modernization, and an efficient acquisition system. In addition, accelerating deployment of Next Generation Air Transportation System (NexGen) technologies and equipment, promoting the use of Unmanned Aircraft Systems (UAS), modernizing export controls, and obtaining additional resources for research and development and space exploration are important priorities. We are a leader in developing and publishing national aerospace standards that are used in aerospace design and manufacturing across the globe. And we coordinate and lead a full spectrum of efforts across the local, state and federal levels to address workforce recruitment and retention. Read more about AIA’s strategic plan and priorities here.
The aerospace and defense industry supports our national security and drives our nation’s economy. It fuels innovation, creates competition, and employs millions of Americans. We are proud to represent our members and our nation.