Operations Manager in Washington, District of Columbia at The American Institute of

About the AIA Trust and AIA

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. Working closely with AIA, strategic partners, and component organizations across the country, the Trust delivers practical solutions that support architects throughout every stage of their careers.

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.

Position Overview

The Operations Manager is a joint position serving both the AIA Trust and AIA. The role is allocated approximately 70 percent to the AIA Trust and 30 percent to AIA. The Operations Manager reports to the Executive Director of the AIA Trust, who provides overall supervision and establishes priorities for the Trust-related responsibilities. For responsibilities supporting AIA, the Operations Manager receives direction from AIA’s Chief Financial and Administrative Officer (CFAO), consistent with the established allocation of responsibilities between the two organizations.

Working across two closely affiliated organizations, the Operations Manager provides coordinated operational, governance, communications, finance, legal, and administrative support. The role works closely with the AIA Trust Executive Director to support the Trust's programs, Board activities, communications, and day-to-day operations, while also providing support for designated AIA finance, legal, and administrative functions.

The role offers broad experience across nonprofit operations, governance, communications, education, finance, legal administration, and member engagement while supporting initiatives that strengthen the architectural profession.

Job Duties

AIA Trust – 70%

Event & Meeting Management

Coordinate the planning and execution of three annual Trustee Board meetings, including two in-person meetings, ensuring a seamless experience for Trustees, guest speakers, and attendees. 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 in collaboration with the Executive Director. 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, including Trust Week, the AIA Conference on Architecture & Design, and the AIA Leadership Summit. Coordinate conference materials, signage, promotional items, and event resources in partnership with AIA staff and vendors. Represent the AIA Trust professionally at meetings, conferences, and industry events.

Programs & Member Engagement

Coordinate logistics for educational programs, webinars, and virtual events in collaboration with AIA staff, plan providers, and presenters. 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 in partnership with AIA staff. Serve as the primary point of contact for the AIA Trust's general inbox, phone line, and mail, responding to inquiries or directing requests as appropriate. Maintain the Trust's databases, online directories, and member-facing resources, ensuring information remains accurate and current. 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.

Communications & Marketing

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—to support the Trust's programs and initiatives. 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 in collaboration with AIA Marketing. 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.

Operations & Administration

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 within assigned responsibilities, 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 while adapting to changing organizational priorities.

AIA -30%

AIA Finance Legal and Administrative Support

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, including coordination of the AIA Treasurer's quarterly review of volunteer expenses.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, consistent with the position’s agreed-upon AIA responsibilities and allocated time.

Success Factors

The successful candidate will:

Be highly organized and able to manage multiple priorities while maintaining exceptional attention to detail. Exercise sound judgment, professionalism, and discretion when handling confidential information. Take initiative, anticipate needs, and follow through independently. Communicate effectively and build positive relationships with Trustees, members, partners, Components, and colleagues. Embrace technology and continuously seek opportunities to improve efficiency and organizational effectiveness. Thrive in a collaborative environment where flexibility, teamwork, and a willingness to wear multiple hats are essential.

Frequent Contacts

AIA Trust Executive DirectorAIA CFAOTrusteesAIA staffVolunteer leadersMembersComponentsIndustry Partners