Manager, Aviation Events

JOB SUMMARY:

The Manager of Aviation Events is responsible for leading the planning, coordination, and on-site execution of AOPA’s flagship events presence at SUN ’n FUN and EAA AirVenture, as well as regional and departmental outreach events. This position oversees all aspects of event logistics and operations, including site planning and build-out, vendor management, shipping and warehousing, and coordination of event signage and creative assets. Working closely with internal departments and external partners, the Manager ensures events are executed efficiently, professionally, and in alignment with AOPA’s goals.

The ideal candidate is a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced environment, has experience managing large-scale outdoor events, and brings strong leadership, problem-solving, and communication skills. A passion for aviation and creating exceptional event experiences is a plus.

ESSENTIAL FUNCTIONS:

Large Air Show Execution (40%)

Provide strategic oversight for AOPA’s presence at SUN ’n FUN and EAA AirVenture Air Shows, ensuring alignment with organizational goals.

Secure infrastructure (tents, electrical, internet, rentals), manage contractors and vendors; oversee setup, teardown, and pack-up.

Manage air show budgets and track expenses to ensure cost-effectiveness.

Contract and Coordinate sponsorship agreements and deliverables across AOPA departments.

Support Exhibits Manager in communicating seminar schedules to SUN ’n FUN and AirVenture staff for inclusion in publications, websites, and apps.

Coordinate shipping, packing, display aircraft arrivals, tent placement, and interior layouts with stakeholders and contractors.

Supervise contractors and on-site staff during full scope of event to include setup and teardown.

Secure on-site catering and beverages; for seminars, happy hours, breakfasts and social events.

Schedule and coordinate Meet and Greets with Aviation Influencers and Performers on AOPA grounds.

Oversee, create, and order Outreach signage for air shows; manage inventory and coordinate with other departments on signage needs.

Outreach Regional Event Logistics (30%)

Secure tenting, AV equipment, rental furniture, electrical/power, bathrooms (trailers and portables), showers, and golf carts for regional events.

Negotiate and manage contracts for vendors and infrastructure contractors; oversee installation and disassembly of contracted goods.

Coordinate with the Aviation Exhibits Manager layout of Exhibit Space and needs or orders of all Exhibitors.

Oversee infrastructure setup, teardown, and pack-up; provide on-site leadership and management.

Assist the Outreach Director with Member Hospitality areas and booking social activities or acts.

Assist in event execution, production, on-site leadership and management.

Oversee, create, and order Outreach signage for regional events; manage inventory.

Support the Aviation Event Specialist with permitting.

Coordinate shipping and packing to Regional Events with all AOPA Stakeholders.

Other Event Duties (15%)

Assist the Director of Outreach and Events with external or departmental events, focusing on infrastructure.

Plan, coordinate, and execute additional social programming as needed.

Warehouse and Inventory Management (15%)

Manage Outreach event inventory in the AOPA warehouse, ensuring organization and availability.

Act as a liaison between AOPA departments for warehouse storage and usage.

Organize and coordinate shipments to all Outreach-related events.

**Although this job description aims to capture the majority of the position duties, other duties may be assigned based on business and departmental needs.

REQUIRED JOB QUALIFICATIONS:

Associate’s degree in business, event management, hospitality or related discipline, or directly related experience equivalent to a degree

In addition to the above, 5–7 years of event and/or project management experience

Demonstrated experience organizing outdoor, multi-vendor events

Strong budget tracking, vendor management, and contract negotiation skills

Proficient in Microsoft Office (Excel, Word, Outlook)

Excellent written and verbal communication skills

Able to thrive in a fast-paced, cross-functional environment

Ability to travel overnight to various domestic locations for numerous days consecutively, which will include weekends and certain holidays

PREFERRED JOB QUALIFICATIONS:

Bachelor’s degree in business or related discipline

Experience in aviation related events or airshow operations

Familiarity with warehouse and inventory management

Experience with marketing platforms or digital campaign execution

WORKING CONDITIONS:

This position works in an office setting 75-80% of the time.

Typical working hours are 8:30 am – 5 pm, Monday through Friday when in the office, with a one-hour lunch break. Work hours vary and are often in excess of the typical working hours when traveling

Generally, a climate-controlled environment with exposure to outdoor weather conditions when attending aviation related events.

Exposure to higher altitudes and confined spaces if in a general aviation or commercial aircraft.

This position requires the ability to travel, up to 25% of the time by air, to various general aviation or industry-related events including evenings, weekends and holidays. Events are outdoors. Travel is by aircraft (general aviation and commercial) and by road or public transit.

PHYSICAL DEMANDS:

The physical demands of this position are typical of a standard office environment. While performing the duties of this job, the employee will regularly be required to:

Sit for extended periods while working at a computer or attending meetings.

Use hands and fingers to operate a computer keyboard, mouse, and other office equipment.

Communicate effectively via email, phone, and in-person, which requires clear speech, hearing, and vision.

Occasionally lift or move items weighing up to 50 pounds, such as boxes of materials or equipment.

Occasionally stand, walk, and reach with hands and arms during the course of normal office activities.

When attending aviation events, the ability to walk, stand, bend, stoop, reach, lift and carry items and boxes off and on throughout the entirety of the event.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL INFORMATION:

This position is located at AOPA’s Frederick, MD, office.

The annual salary for this position is: $72,000 - $80,000, depending on education and experience.

BENEFIT INFORMATION:

Flight Training (earn your Private Pilot License for free) & Annual Flight Proficiency Program (so you can keep flying and remain proficient)

Medical, Dental, and Vision insurance is available for employees and their dependents the 1st of the month following their start date

Flexible Spending Plans

Health Savings Plan with employer contribution (for eligible participants)

401(k) Retirement Plan with a company match, and annual discretionary supplemental employer contribution

Company paid Short and Long-term Disability Insurance

Company paid Life Insurance and AD&D insurance with the option to buy up

Paid Time Off (PTO): 17 days accrued during first year (accruals increase based on tenure)

Paid Holidays: 12 holidays

Personal days: 3 (prorated based on hire date)

Volunteer day: 1 (prorated based on hire date)

Work From Home Fridays

Paid Parental Leave

AOPA Membership

Employee Assistance Program

Wellness Program (earn medical insurance premium discounts)

Gym Reimbursement Program

Supplemental insurance options (critical illness, accident, hospital indemnity)

Tuition Reimbursement Program

Discount on AOPA swag

Business casual dress code

Free coffee, tea, hot cocoa