Director, GCAD

The American Institute of Architects (AIA)
AIA will provide you with the opportunity to advocate for the value of architecture and give architects and design professionals the resources they need to do their best work. The collective voice of architects is essential and our work drives positive change through the power of design.

Each one of us at AIA is a leader committed to demonstrating our mission and values and designing a better future for our country and planet. Even in times of change, AIA's values remain constant:

• We stand for equity and human rights
• We stand for architecture that strengthens our communities
• We stand for a sustainable future
• We stand for protecting communities from the impacts of climate change
• We stand for economic opportunity
• We stand for investing in the future
• We speak up, and policymakers listen

The American Institute of Architects, as part of the global community, is building a culture of equity, diversity, and inclusion within the profession of architecture to create a better built environment for all. Achieving this vision has a direct impact on the relevance of the profession of architecture and the world's prosperity, health, and future.

Job Summary:

Reporting to the MD, Campus Operations and Visitor Experience, the Director, Global Campus for Architecture & Design Operations (GCAD) is responsible for overseeing all aspects of building rental and events management at AIA and The Octagon House. This includes revenue generation, business planning for the building's visitor experience in the rental space, and the overall operations necessary to ensure a seamless rental experience.

Key responsibilities for the rental space include, but are not limited to: revenue generation, working closely with Marketing and Communications team, room and resource scheduling, contract and catering coordination, staffing management, and contract negotiations. The role also involves developing special events for major AIA meetings, such as the Leadership Summit and Board Week.

Job Duties:

Campus Operations:

• Drive operational and process improvements that result in savings, continuous improvement, and improved productivity & efficiency for those aspects affecting rental experience.
• Develop and implement best practices and process for GCAD rental and events operations and facilities management of the rental space, actively search of innovations and improvements of the operations function, support management of operational reporting to drive insights and efficiencies.
• Be the Liaison between all operational teams at the Octagon and AIA for internal use of the GCAD facilities; develop a strategy for utilizing all resources across the entire campus.
• Work closely with Security team to ensure a safe environment in and around the campus for employees, building tenants and visitors. Coordinate weekly/monthly schedules for events outside of normal operating hours.
• Build a work environment for our internal and external clients that emphasizes collaboration, transparency, open communication, and accountability for embracing a new standard of operation on our new campus
• Defining, implementing and revising operational policies and guidelines for the campus rentals.
• Reviews, comments, guest feedback and other data to identify areas of improvement. Reviews findings with leadership team and ensures appropriate corrective action is taken.
• Drive initiatives to enhance campus experience, client engagement, and satisfaction through innovative design, amenities, and programs that increase our business rental revenue and customer satisfaction.
• Collaborate with cross-functional teams to integrate cutting-edge technology solutions to enhance rental client efficiency and productivity.
• Manage vendor relationships and contracts for facility services, ensuring quality, cost-effectiveness, and compliance with organization standards.
• Develop and manage budgets for campus rental operations, monitoring expenses and proactively identifying opportunities for cost savings and efficiency improvements.
• Identify and implement sustainable workplace practices and promote environmental stewardship across all campus locations.

Meetings and Events

• Manages on-site management for meetings and events located at the AIA
• Creates with the input of the MD, the business plan and budget for the in-house Meetings & events, and is primarily responsible for managing expenses, meeting revenue goals, and maintaining the budget
• Develop excellent customer service standards and train meetings & catering staff to execute at the highest level.
• Manage the development of catering menus and manage relationships with vendor partners including caterers, AV, floral and equipment rental.
• With the MD, responsible for all meetings & event staff scheduling, training, and oversight.
• Manage logistics for major AIA events such as Board Week and Leadership Conference.
• Assure timely processing of all service vendors invoices and forward to MD for approval.
• Negotiates contracts for services; including caterers, florists, etc.
• Supervises and ensures consistent quality of regular drop-off caterer; periodically reviews service and costs and makes vendor decisions.
• Lead a weekly operations meeting to oversee weekly set-up needs with IT and Facilities team at the AIA Headquarters and Octagon House, including meeting room temperatures, set-ups, loading dock schedules, security, etc.
• Works with Marketing team to develop and maintain an annual marketing plan, website marketing and social media accounts
• Manage, maintain and update content on all third-party marketing site including Wedding Wire, Unique Venues, Great Places and Bizbash.
• Maintain and develop relationships through Destination DC membership, NACE, AWP, AMPs, PCMA and other membership organizations. Attend monthly and educational programs when available.

Catering

• Maintains appropriate DC Food and Beverage Licenses and keeps appropriate annual and bi-annual reporting updated
• Generates daily/weekly schedule of catering requirements.
• Comply with all food safety regulations.
• Develop and implement guidelines that follow WELL requirements and sustainability standards
• Develops catering request intake procedures
• Develops custom menus for internal and external client needs and preferences.
• Develop and maintain caterer checklist.
• Maintains updated inventory of all supplies onsite including paper goods, beverages, coffee service supplies and dry goods. Orders supplies as needed.
• Maintains updates inventory of all alcohol onsite. Order inventory as needed.

Miscellaneous Administrative Duties

• Use Sales Force to post and process all external client invoices and payments
• Processes all invoices for catering payroll, supplies, catering, alcohol
• Creates and maintains reporting on room usage, frequency and revenue
• Oversees collection of outstanding payments from outside clients
• Ensures Internal billing is created and prepared each month to accounting for internal charge backs.
• Maintains relations with local hotel partners to keep accurate and updated contact information/resources for external meeting clients.
• Updates resources for external client meetings & events including parking garages, ATMs, taxi information, coffee shops and restaurants

Frequent contacts:

Meetings Department

Outside catering vendors

AIA Executive Office

AIA Board Members

AIA Staff

External Clients

AV Vendors and technicians

1099 Staff

Qualifications

Demonstrated success in planning, organizing and implementing events and programs for a wide range of audiences. Proven ability in the scheduling and management of multiple events and the logistical requirements of each. Demonstrated ability to work effectively with other staff and external contacts to achieve goals and objectives. Outstanding interpersonal communication skills, customer service orientation, strong sense of urgency, and the ability to handle complex requests quickly and efficiently. Demonstrated knowledge of budget monitoring and prioritization. Demonstrated knowledge of Microsoft Office (Word, Excel, Outlook). Skill in using Internet browsers is preferred. Demonstrated knowledge of hospitality industry and skills in vendor contract negotiations, meeting/ event planning and logistics, on-site event management and event follow-up and final billing procedures. Knowledge of food service industry regulations. Demonstrated team problem solving, conflict resolution, system and process development and basic project management.

Bachelor's degree in Business, Hospitality Management, or related field and a minimum of 3-5 years of professional event planning/management experience or minimum of 5-7 years relevant experience in lieu of degree CMP strongly Preferred.

Must be available to work flexible schedule to include early morning, late evenings and weekends as needed. DC ABRA Manager's License will be required.

Supervisory - 1099 Catering Staff (an average of 175--225 hours per month)

All Catering Vendors - drop off and full service

All other daily vendors, including (but not limited to florists, AV, photographer, lighting,
DJ, and rental companies)

What we offer
We offer a comprehensive benefits package that reflects our company values and workplace culture, including:

• Medical and dental
• 401(k)
• Flexibility
• Paid time off
• Flexible spending accounts
• Income protection- (Life Insurance Coverage up to 2x salary) & disability plans at no cost.
• Tuition and membership reimbursements
• AIA employees have access to a variety of other programs, including:
  • 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

Travel Requirements: N/A

Work Location: Onsite Global Campus in Washington, DC

Equal Opportunity Employer, including veterans and individuals with disabilities.