Spec, Aviation Events

AOPA, the Aircraft Owners and Pilots Association, is a leading organization dedicated to promoting and protecting the interests of general aviation. Established with a strong commitment to serving the aviation community, AOPA provides resources, advocacy, and events that connect pilots, aircraft owners, and aviation enthusiasts across the nation. As a prominent aviation association, AOPA hosts a variety of events including Fly-Ins, airshows, board meetings, and industry expos that engage and support its members and stakeholders. The organization is headquartered in Frederick, Maryland, and prides itself on its dedication to aviation safety, education, and outreach programs.

The Aviation Event Specialist role at AOPA is an integral position within the Outreach and Events team, responsible for overseeing essential components of event production for a diverse range of AOPA events. This full-time position, based in Frederick, MD, offers a competitive salary range of $55,000 to $63,000 depending on education and experience. The role demands a highly organized and detail-oriented professional capable of managing logistics such as housing, transportation, finances, contracts, permits, and volunteer coordination. The Aviation Event Specialist ensures seamless event execution by collaborating closely with internal departments, external vendors, contractors, and volunteers.

The position includes procuring and managing accommodations for event attendees and staff, including VIPs and board members, by negotiating contracts and coordinating with hotels and other housing providers. The specialist also oversees ground transportation logistics, from planning to onsite management, securing reliable vendors and developing detailed transportation schedules. A key duty also involves managing permits related to food service, alcohol, and event operations, ensuring that all regulatory requirements are met for both AOPA and non-AOPA events.

Volunteer management is a crucial aspect of this role, requiring the specialist to establish volunteer needs, recruit from various aviation-related sources such as colleges, flight schools, and local clubs, and coordinate volunteer registration and communication. Onsite volunteer management during events is essential to guarantee smooth operations. Additionally, the Aviation Event Specialist is responsible for managing comprehensive event budgets, tracking expenditures, processing invoices and payments, and maintaining accurate financial records to align with organizational financial goals.

This role also provides support for AOPA’s presence at various aviation events, including securing booth space, arranging catering, staffing, signage, and procuring promotional materials. The specialist must be adaptable, able to thrive in a fast-paced, dynamic environment with changing priorities, and capable of working independently or collaboratively as part of a team. Extensive travel is required, approximately 65 overnight days per year including weekends, supporting events across diverse locations. This role requires excellent communication skills, attention to detail, advanced project and time management abilities, and proficiency in Microsoft Office and internet research.

Working conditions include both office settings and outdoor environments during events, often exposing the specialist to variable weather conditions and physical activity like lifting equipment or standing for extended periods. Overall, the Aviation Event Specialist position offers a unique opportunity to contribute to the success of exciting aviation events while supporting the broader mission of AOPA to advance and advocate for general aviation worldwide.