Careers

To learn more about AIA, please visit: https://www.aia-aerospace.org/about-aia/

Position Summary:

The Vice President for Civil Aviation is responsible for identifying, commenting, and advocating for common, noncompetitive domestic and international civil aviation policy issues across the AIA membership and in alliance with other aviation associations and safety agencies around the world. Reporting to the President and CEO of AIA, the VP supervises and manages the Civil Aviation Division.

The Civil Aviation Division’s activities are organized around three primary objectives: promote global competitiveness, support transformational aviation initiatives and technology that advance our industry, and support policies and research that enable sustainable growth of our industry.

Strategic direction for the division is provided by the CEO-level Civil Aviation Leadership Council (CALC).  Relying on this guidance and in close coordination with AIA member company representatives, the VP and the Civil Aviation team advocate for AIA’s top civil aviation policy priorities.  This work includes aircraft noise and emissions, certification, rulemaking and safety, air traffic systems, Unmanned Aircraft Systems (UAS) and NextGen.

Advocacy on matters of global competitiveness is rooted in a fair and unbiased international regulatory framework, including fair market access internationally. Transformational initiatives and technology include promoting the development and implementation of the Next Generation Air Transportation System (NextGen), the integration of UAS in the national airspace system, and highly efficient regulatory approaches to product certification and risk-based decision making for aviation safety and security.  Advocacy related to polices and research that enable sustainable growth include support for alternative aviation fuels initiatives; the development of a global CO2 certification standard for civil aircraft; promoting enhanced federal research funding for the National Aeronautics and Space Administration and the Federal Aviation Administration; and the pursuit of tax policies that encourage private research and development investment.

Key Responsibilities:

Provides strategic direction for the Civil Aviation Division (50%)

• Serves as a member of AIA’s Senior Leadership Team, coordinating and collaborating on enterprise-level strategic goals as they relate to key civil aviation policy priorities.
• Responsible for identifying, commenting, and advocating for all issues that impact the design, manufacture, and operation of transport category airplanes, rotorcraft, engines, parts and appliances.  The position focuses on all aspects of civil aviation products, which requires collaboration with departments across the association.
• Analyzes various trends, issues, areas of concern and emerging patterns pertaining to domestic and international manufacture and operation of transport category airplanes, rotorcraft engines, parts and appliances to provide insight into future developments and to anticipate the need for association positions and actions.  These areas include economic and technical trends, flight safety and regulation, aircraft environmental performance, legislative initiatives, and R&D policy.
• Serves as a key resource to the President & CEO, other departments, member companies, government and congressional officials, the media and the public.

Advocacy & Outreach (50%)

• Builds and maintains relationships with senior policy level counterparts in member companies, U.S. and foreign governments, Congress, international organizations, other associations, and academia covering technical and legislative matters to define issues and focal points.
• Helps drive industry consensus; drafting and refining AIA’s positions on the various issues and topics under consideration and in making these viewpoints known to appropriate Congressional and agency officials and relevant private sector organizations.
• Provides substantive and technical expertise to the development of all civil aviation advocacy and outreach related material.
• Coordinates the activities of the Civil Aviation Leadership Council (“CALC” – strategic guidance body comprised of member company CEOs with civil aviation interests), as well as the committees, subcommittees and working groups established at AIA to address U.S. and international policies and regulatory issues.  These councils, committees and working groups formulate industry positions to be presented to the U.S. Congress, as well as U.S., foreign, and international governmental agencies, bureaus and commissions. In addition, these groups respond to government inquiries dealing with special areas of concern that require industry input.
• Represents AIA at various official gatherings, organizing and chairing sessions, speaking or serving as a panelist. Works with other organizations to inform them of the AIA position on various issues and topics and occasionally provides congressional testimony.
• Oversees AIA’s participation in the International Coordinating Council of Aerospace Industries Association and its activities at ICAO to include: coordination with the ICCAIA employees in Montreal, leaders and membership on issues of importance to AIA members; preparation of the AIA CEO for ICCAIA meetings several times per year; serve as principal POC and supervise ICCAIA Secretary during the next period of AIA Chairmanship of ICCAIA; and educate and inform AIA membership about ICCAIA actions and initiatives.
• Serves as representative on major government advisory boards and committees, and advises the FAA on matters related to safety of flight, aviation system capacity, and aircraft environmental performance.
• Responsible for proactive engagement with member companies to ensure retention of members that are focused on civil aviation issues and engagement.  Responsible for recruitment of additional full member companies.

Staff of 4:  Senior Director of Civil Aviation, Director of Civil Aviation Infrastructure, Director of Environment Policy, and Administrative Assistant.  The Civil Aviation Division works in close coordination with the Legislative Affairs and Communications teams, which play a key role in enabling the advocacy work of the division.

Qualifications and Experience:

• Demonstrated experience working in a highly collaborative environment where teamwork, collegiality, problem-solving, and self-motivation are necessary for success
• Executive-level experience and expertise in civil aviation policy
• Proven experience serving as a member of – and key contributor to – a senior leadership team
• Strategic understanding of the federal legislative and regulatory process and the ability to engage and shape both environments
• Minimum of five years’ prior supervisory experience in an association or aerospace-related corporation
• Strong interpersonal skills, as well as strong and effective written and oral skills
• Demonstrated proficiency and experience in customer service with high standards of timeliness and responsiveness
• Ability to effectively communicate the vision, programs and value of membership in AIA to maintain and increase membership including reaching and/or expanding into new or untapped markets.
• Experience in developing and managing departmental budgets
• Bachelors’ degree in aviation, aerospace, engineering, public policy, government or legislative affairs, or related fields or comparable work experience required
• Master’s degree with business, public policy, or aerospace related fields preferred

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.

To learn more about AIA, please visit: https://www.aia-aerospace.org/about-aia/

Position Summary:

The Vice President, Legislative Affairs will lead the development and implementation of AIA’s comprehensive legislative strategy to support the association’s policy, industry advocacy and membership goals. The incumbent will communicate the industry’s interests to members of Congress, White House and Administration officials, state and local leaders, and inform AIA members of key legislative policy developments and impacts.  The Vice President is responsible for defining, shaping, and tracking legislation of interest to the aerospace industry; communicating legislative developments to members; presenting industry views and positions to Members of Congress and their staff; developing an engagement plan for the President and CEO, and serving as the principal staff contact for other organizations with overlapping legislative objectives. In this role the Vice President will manage AIA’s development and execution of our industry positions, strategies, and programs on all matters related to building and supporting a dynamic future workforce for the aerospace and defense industry and our member companies. The ideal leader in this role will have the ability to focus and refine a legislative strategy while emphasizing the professional development of the staff.

This position is also responsible for ensuring the association’s compliance with legal and regulatory requirements related to federal lobbying.  This includes, but is not limited to, a leadership role in staff training and education as well as review of the association’s quarterly reports under the Lobbying Disclosure Act.

In addition, the Vice President will develop the annual strategic objectives for legislative affairs, working closely with AIA senior leadership to ensure that strategy aligns with AIA’s mission, strategic plan, and specific objectives, in coordination with other departments.  We’re looking for someone to ensure that AIA takes proactive actions to stay ahead of critical regulatory and legislative issues affecting our industry. It is expected that this position will involve registration and reporting as a federal lobbyist, as required by law, but not registration as a lobbyist before any state.

This position reports directly to the President and CEO and will be a strategic partner alongside all other Vice Presidents to support our mission.  The incumbent currently manages a staff of one Senior Director, one Director, two Managers and one shared Coordinator with the Communications Division.

Key Responsibilities:

The Vice President of Legislative Affairs is responsible for developing and implementing AIA’s comprehensive legislative strategy to support the association’s policy, industry advocacy, and membership goals.

   Define, shape, and advocate for legislation of interest to the aerospace and defense industry (30%)

• Effectively communicate legislative developments to AIA members and present industry views and positions to Members of Congress and their staff.
• Develop and lead an engagement plan for the President and CEO, serving as the principal staff contact for other organizations with overlapping legislative objectives.
• Focus and refine a legislative strategy while emphasizing the professional development of the staff.

   Lead the development of the annual strategic objectives for legislative affairs (35%)

• Work closely with AIA senior leadership to ensure that strategy aligns with AIA’s mission, strategic plan, and specific objectives, in coordination with entire organization.
• Take proactive actions collaborate across AIA policy divisions to stay ahead of critical regulatory and legislative issues affecting the aerospace and defense industry.
• Direct the monitoring and shaping of Federal legislation of interest to AIA and its members.
• Advise the President and CEO, member company Chief Executive Officers, and Washington Representatives on legislative matters and coordinates presentations to Congress advocating the AIA position and industry’s viewpoint.
• Seek active participation of industry executives and their government relations staff to formulate positions, prepare hearing testimony, and brief witnesses.

   Build and maintain key relationships across Capitol Hill and Washington, DC (15%)

• Maintain and grow a network of contacts among Members of Congress and staff.
• Represent AIA on continuing and ad hoc coalitions of organizations and groups that collaborate to present a unified position to Congress on issues of mutual interest.
• Inform AIA members of developments of broad industry appeal through company government relations staff, periodic reports to the Board and its Executive Committee, presentations before the various division councils and committees, and through periodic gatherings of member company executives, Washington government relations staff, members of Congress and the Executive Branch personnel to discuss matters of mutual interest.

   Grow AIA value proposition to members and prospective members (10%)

• Lead the planning and execution of CODEL events associated with the international air shows. Ensures that all necessary briefing, background material, and Ethics Committee paperwork is prepared to support the CODEL.
• Drive excellence in AIA events by obtaining key Congressional participation in AIA strategic calendar events, including international air shows, AIA Board of Governors meetings, and Congressional informational briefings or receptions both in D.C. and nationwide.
• Manage site visits to highlight efforts of our Member companies and to gain broader industry insights in support of our advocacy role.

   Manage and oversee AIA’s entire legislative portfolio and team (10%)

• Manage the workload and delegation of legislative issues including national security policy, civil aviation, space, and workforce to ensure appropriate coverage.
• Develop and manage the Legislative Affairs annual operating budget.
• Working with the VP-Finance and other AIA staff, help ensure the association’s ongoing compliance with legal and regulatory requirements related to federal lobbying, including review and approval of the association’s quarterly lobbying reports to Congress.
• Staff of 5: Senior Director of Legislative Affairs, Director of Legislative Affairs, (2) Managers of Legislative Affairs, and the shared support of a Coordinator. 

Qualifications and Experience:

• Executive in a company or association, with specific expertise in federal legislative advocacy or relations;
• 15+ years’ supervisory experience in government, an association, or aerospace-defense related corporation with responsibility over multidisciplinary functions;
• Experience in developing and managing departmental budgets;
• Superb interpersonal skills and demonstrated ability to work collegially with others and with the highest standards of integrity;
• First-rate personal, political, analytical and organizational skills;
• Creativity and ability to quickly get up to speed on complex technical and regulatory issues;
• Excellent communicator with great interpersonal and presentation skills, both for policy experts and the layperson;
• Ability to work independently as well as a team player in a multi-task work environment while producing the highest caliber work product in a timely manner;
• Self-starter with a sense of humor and the ability to thrive in a fast moving and high pressure environment.

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.

To learn more about AIA, please visit: https://www.aia-aerospace.org/about-aia/

Position Summary:

This position provides leadership for AIA staff and members to identify, develop, and execute consensus programs and activities undertaken by the AIA Digital Connectivity Council and the Life Cycle Operations Council to enhance cost savings, performance, and efficiency of the aerospace and defense industry. These programs and activities primarily focus on digital transformation and advanced manufacturing and may also include engineering management, product support, logistics, quality assurance, information technology, production, and advanced technical research.

Key Responsibilities:

This position reports to the President and CEO. The incumbent also administers the AIA Digital Connectivity and Life Cycle Operations Division and its staff and serves as Executive Secretary of the Digital Connectivity Council and the Life Cycle Operations Council.

 Administration and management (20%)

Administration and management responsibilities include:

• Develop and lead subordinate team members supporting committees and other operating entities.
• Creating an annual departmental budget and managing budget during course of the fiscal year
• Approval authority for expenses and financial needs of the department.
• Reporting quarterly progress of goals, initiatives, and activities to AIA leadership and members.

Coordination of Councils (30%)

This position is responsible for directing the overall administration of programs under the management purview of the Digital Connectivity Council and the Life Cycle Operations Council. These responsibilities include but are not limited to:

• Serve as Executive Secretary to the AIA Digital Connectivity Council and the Life Cycle Operations Council
• Facilitating Council agendas and speakers, writing minutes, and executing action items
• Conducts committee-generated surveys a year on topics of immediate interest.
• Collaboration with other AIA Divisions to enhance the goals of the Council.

Developing Industry Consensus Positions (25%)

This position maintains an ongoing liaison with senior policy level counterparts in government regulatory organizations and relevant Congressional committees as well as in aerospace industry customer organizations, makes industry viewpoints known, and solicits favorable consideration of actions recommended. Developing Industry Consensus Positions by:

• Facilitating industry consensus opinions; drafting and refining AIA’s standards, guidelines, and industry whitepapers on the various issues and topics under consideration; and in making these viewpoints known to appropriate agency officials.
• Presenting Industry positions to Congress and federal agencies as DoD, NASA, EPA, DoT, DCMA, and GSA, as well as their various bureaus and commissions; or respond to government inquiries dealing with exceptional areas of concern that require industry input.

Thought leadership and communication (20%)

This position monitors and participates in timely and important discussions about technical matters critical to the aerospace and defense industry to enhance the work on existing projects and highlight emerging trends that require attention from the Digital Connectivity and Life Cycle Operations Councils.

• Provides thought leadership to member community by analyzing industry problems and synthesizing ideas proposed by the government and the Association into actionable consensus proposals.
• Monitors statutes, policies and regulations that affect Product Life Cycle (e.g., research, development, engineering, manufacturing, quality assurance, product support and spare parts) and Industrial Tools (e.g., electronic commerce, electronic enterprise integration, technical training and publications, materiel management, telecommunications and information exchange, information systems management), policies and legislation affecting industry competitiveness, and other related matters that may be of interest or concern to AIA member companies.
• Represents AIA Membership in private and public fora to communicate industry positions developed by committees.
• Works closely with the committee members and key industry officials of these groups to identify and clarify issues and develop strategic and tactical action plans and deliverables.
• Represents industry on relevant international councils.
• Serves as a subject matter expert and resource to respond to inquiries from member companies, government officials and the public seeking information and background data on incumbent’s areas of expertise.
• Contributes articles and news items to the AIA public communications highlighting issues and developments within own areas of expertise and responsibility.

 AIA Support responsibilities (5%)

• Supports AIA Membership Division in their membership recruitment and retention activity.
• Provides administrative support such as contributing input to maintenance of AIA membership management systems.

Qualifications and Experience:

• Extensive knowledge of technical issues addressed in job description as they relate to the aerospace/defense industry.
• Experience in the military, at the Defense Department, or in the aerospace industry preferred.
• Experience in Committee and association processes and methods
• Leadership and management experience
• Experience managing a team and collaborating across multiple teams.

Education Requirement: 4-year college degree required; Advanced degree preferred.

Desired Skills:

• Strong technical background in engineering, quality assurance, product support, and digital technology
• Leadership and project management skills essential, especially to multitask and build consensus among large groups of corporate and government stakeholder leaders with divergent views to build consensus and unity.
• Strong thought leadership and strategic thinking skills.
• Excellent business writing skills with an ability to communicate in written form to different audiences with minimal oversight.
• Excellent oral presentation skills with an ability to communicate to different audiences with minimal oversight.
• Proficiency with various computer software applications such as Word, PowerPoint, and Excel.
• Budget management
• Impeccable attention to detail, highly organized in paper and digital paperwork
• Sound judgement and ability to maintain the highest level of standards and confidentiality especially when dealing with sensitive information.
• Goal oriented and ability to self-manage tasks and responsibilities.
• Resolute, timely and ability to demonstrate a sense of urgency when needed.

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.

To learn more about AIA, please visit: https://www.aia-aerospace.org/about-aia/

Position Summary:

As a key member of the Aerospace Industries Association, the Manager, Member Engagement reports directly to AIA’s Director, Membership and supports the Manager, Database and Membership Operations to maximize member engagement, generate member value, and assure continued sustainability of the Association via consistent and predictable dues revenue management.

As the voice of American aerospace and defense, AIA represents a diverse group of companies from tier one/prime OEMs and integrators to family-owned small businesses. This position works directly with all AIA staff to ensure AIA continues to represent core aerospace and defense companies.

AIA represents the nation’s leading manufacturers and suppliers of civil, military, and business aircraft, space systems, helicopters, as well as other aerospace products and services.

An integral part of the Operations team, the Manager, Member Engagement is ideally suited for a candidate who takes the initiative and can both work independently under tight deadlines and collaborate across departments to manage matrixed projects. The position requires general knowledge of member-based organizations, as well as professional judgment when resolving straightforward problems.

In addition to member engagement responsibilities, this position along with the entire Membership Team also: 1) supports the development and briefing of presentation materials to AIA and member company leadership as needed; 2) participates in the department’s development of CRM-based workflow automation, email automation, and documentation, to advance the company’s ability to scale, track accurate data, and automate processes; 3) participates in the development of annual dues revenue projections and department budgets; and 4) updates membership materials so all information is current and accurate.

The position offers the candidate an excellent opportunity to gain firsthand industry insight and experience. AIA’s workday schedule is consistent and predictable, but high-priority requests occasionally require some flexibility in availability. AIA is committed to providing employees with professional experience, and significant responsibility that expands with experience.

Key Responsibilities:

Member Engagement (75%)

• Manages the overall membership engagement plan, in partnership with Director, Membership. This includes management of a structured communications and outreach program organized by member type and size, which includes email marketing, cross-divisional briefings, and company-specific retention action plans.
• Serves as department staff liaison to Advocacy and Communications teams, participating in execution of monthly membership communications, and outbound prospect messaging.
• Spearheads event-related engagement activities, to include setting up on-site meetings, and inviting members to VIP events within AIA’s tentpole meetings.
• Oversees annual demographics data collection process and prepares reports as requested.
• Assists in the identification and engagement of at-risk members.
• Supports association wide retention and accounts receivable outreach efforts.
• Serves as backup to Manager, Database and Membership Operations for the new member onboarding process. This process includes presenting to one or more company executives the overall benefits of membership, engaging in discussion related to their needs and strategic reasons for joining, identifying alignment with AIA benefits, and facilitating divisional briefings as needed, and following up on action items to quickly secure member engagement.
• Prepares briefing materials as needed to include researching and producing membership engagement profiles.

Member Recruitment (15%)

• Supports cross-divisional collaboration efforts to identify and recruit prospective core aerospace and defense companies by attending all capture plan discussions and tracking status of agreed-upon action items.
• Drafts, edits, and maintains marketing communications material, including visuals and digital content, focused on membership recruitment.
• Produces prospect company profiles upon request, including researching latest press releases, updating financial information, and identifying AIA alignment areas.
• As requested, tracks incoming membership inquiries and reviews yet-to-be qualified prospective companies for member eligibility, for the purpose of building out AIA’s prospective company database.
• Research upcoming AIA event registration lists to identify targets for VIP event invitations to highly desirable prospects, and tracking / reporting responses to event team. Proactively contacts participants following each event to gauge appetite for joining AIA, to accelerate sales cycle.
• Research industry trends to identify prospective members and other important aerospace and defense sector business intelligence.
• Continuously engages members and non-members by telephone and email.

Membership Department Administration (10%)

• Participates in the department’s development of CRM-based workflow automation, email automation, and documentation, to advance the company’s ability to scale, track accurate data, and automate processes.
• Participates in the development of annual dues revenue projections and department budgets.

Qualifications and Experience

• Bachelor’s degree required or equivalent combination of education, certification, and/or experience.
• Association or member-based organization experience required; a minimum of four to six years of relevant experience preferred.
• An understanding and appreciation for primary data analysis techniques, software, and sources of macro and micro level data on the aerospace and defense sectors.
• One to three years of experience with customer relationship management software (CRM), and collaboration tools such as MS Planner, Teams, and SharePoint; Microsoft Dynamics experience preferred.
• Working knowledge of business and industry affairs, including M&A and business intelligence.
• Self-motivated; flexible; team-oriented; independent.
• Excellent time and project management skills.
• Outstanding communication skills (speaking, writing, editing).
• Demonstrated ability to provide exceptional customer service.
• Ability to work with and relate to different personalities at all business levels.
• Enthusiastic, positive personality with a true commitment for the aerospace and defense industry.

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.

To learn more about Aerospace Industries Association, please visit: https://www.aia-aerospace.org/about-aia/

Position Summary:

The Aerospace Industries Association’s (AIA) communications team is a key driver of the organization’s advocacy and outreach strategy, sharing the story of how the aerospace and defense industry contributes to America’s safety, security, and economic success. The Manager of Media Relations is an energetic, entrepreneurial, and capable communicator who will help the communications team tell – and sell – that story. You will help support and coordinate AIA media outreach, ensuring the organization reaches the right audience at the right time. You will also help guarantee that AIA’s messaging materials are compelling, cohesive, and accessible to our key audiences on Capitol Hill, in the media, and in the public.

Key responsibilities:

• Work across the communications team and broader organization to advance AIA priorities, align its message, build its brand, and support its members and team.
• Contribute creatively to AIA editorial calendar and identify ways to amplify AIA’s advocacy and outreach efforts.
• Help build AIA reporter relationships by maintaining press lists; staying current on relevant news outlets, reporters, and their areas of focus; and brainstorming creative avenues to pitch AIA experts, members, and their stories.
• Develop and edit key written deliverable including press releases, talking points, position statements, and more.
• Assist in the preparation of AIA experts and members for media interviews and speaking engagements.
• Track communications outputs and monitor effectiveness of AIA communications strategies
• Manage vendor support for media database and other relevant communications tools.
• Stay on top of news relevant to AIA, its member companies, and the aerospace and defense industry, including by contributing to daily news clips.

Qualifications and Experience

• Bachelor-level degree in a relevant field, including communications, marketing, English, or political science, or equivalent experience.
• 1-3 years of communications experience
• Excellent writing, editing, and proofreading skills.
• Self-started who is able to work independently and as part of a collaborative team.
• Strong customer service and relationship-building skills.
• Ability to multi-task under tight deadlines.
• Proficient in applicable technology programs and applications.
• Experience in measuring the effectiveness of communication strategies.
• Experience within the legislative or executive branch a plus.
• Experience with Cision or other PR platforms a plus.
• Proficient in Microsoft Office Suite.

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.

To learn more about AIA, please visit: https://www.aia-aerospace.org/about-aia/

Position Summary:

The Senior Coordinator, Accounting will support the VP, Finance and Treasurer in varying accounting and treasury related tasks.  The Senior Coordinator will be tasked with projects and initiatives as needed within the Department.  In this role, you will collaborate with the Corporate Administration Services and Membership teams, external accountants, and other AIA service providers.  Our ideal candidate must possess superior organizational skills and the ability to manage multiple projects at a time.  The incumbent will be provided opportunities to work on various tasks in accounting, membership support, and treasury management.  The individual should have strong attention to detail and the skills to communicate timely and effectively.

The ideal candidate is proficient and can work independently with direction to effectively accomplish assigned tasks.  The individual is effective at developing and fostering strong relationships, works proactively to improve their areas of responsibility, timely, and prepares ahead of business meetings.   In addition, the successful candidate will collaborate with AIA stakeholders both internally and externally to provide accurate, reliable, and timely information.  This role requires the successful candidate to be customer-service (internal and external) focused with an ability to multi-task and prioritize work activities.

Key Responsibilities:

This position will have general accounting responsibilities that include reviewing and approving weekly employee expense and A/P transactions, maintenance of A/P and expense systems, preparing 1099s, supporting month end close through journal entries and/or account reconciliation preparation.  The incumbent will be responsible for creating membership invoices, collections, and maintenance of member accounts.  In addition, this position will manage the daily treasury functions to include credit card administration.

Accounts Payable and Travel and Expense Management (30%)

• Review weekly accounts payable and expense reports
• Maintain AP and expense reporting tool to include chart of accounts, workflows, upgrades, and maintenance.
• Review all supplier requests and ensure that proper IRS forms are completed including quarterly and annual review and filings of forms 1099 and 1042 (including payment, if any).
• Track spend against budget to ensure timeliness and reporting of any abnormalities. Review contracts when necessary.
• Lead enhancements to expense and AP systems
• Works collaboratively with the Director, Payroll, Benefits and Corporate Administration to review bi-weekly payroll journal and record payroll journal entries.
• Assist in reviewing month end close workpapers and financial statements
• Prepare annual personal property tax for Arlington County and any other business license forms.
• Assist with bi-annual budget process, annual audit, and forms 990 which include schedule preparation, gathering of documentation, and reviews.

Membership Accounting and Account Maintenance (40%)

• Update member contacts in CRM database ahead of annual billing cycle.
• Proactively monitor and contact members with outstanding dues balances. Inform Membership team and update CRM with collections activity. Respond to member inquiries on a timely basis.
• Gather annual aerospace and defense sales data from members including those out of cycle to update CRM.
• Generate and review annual membership invoices and all other out of cycle or manual invoices as needed for AIA and its subsidiaries.
• Reconcile billings and collections reports, reporting anomalies to Accounting and Membership.
• Troubleshoot billing issues, communicating issues/resolutions to Membership and Accounting teams, as needed. Ensure issues are resolved to member’s satisfaction.
• Works closely with the Membership team in a collaborative effort to assist with enrolling new members, ensuring a successful onboarding process.
• Maintain membership and accounting files in compliance with AIA document retention requirements.
• Drafts and maintains membership accounting policies and procedures manual.

Treasury & Cash Management (20%)

• Manage daily treasury operations which include monitoring of daily cash balances, transactions, and generating settlement for vendor invoices and employee expenses.
• Assist in opening, closing, and modifying of bank accounts as needed. Update and maintain bank documentation such as KYC, documentation of standard operating procedures and controls for payment systems, access, and processes. Ensure appropriate internal controls and authorization levels are in place and monitor fraud risk.
• Maintain bank portal user access, positive pay, wire transfer management and monitor for fraudulent activity.
• Maintain treasury matrix that documents access, authorization, signers, contacts, etc.
• Oversee and administer the corporate credit card program. Assist staff with questions related to corporate card expense report preparation.  Review monthly statement activities.
• Coordinate with Investment Fund managers as necessary on access management, funds transfers, and preparation for Finance Committee.
• Analyze treasury fees to ensure organization is on an optimized cost structure. This includes evaluating monthly bank fees and identifying cost saving opportunities.
• Research and resolve bank discrepancies in a timely manner. Deposit cash and checks on a timely basis and maintain cash log with reporting to accounting.

Enterprise Management (10%) 

• Produce materials for new employee orientation related to accounting and corporate card management. Support Corporate Administrative Services team to produce a meaningful onboarding experience for new hires which can include leading the orientation.
• Ensure AIA maintains an organized repository of contract documents that are accurate and reviewed. Meet with budget owners to review contracts, draft contract edits, and negotiate and communicate with vendors when needed.
• Propose process efficiencies within various disciplines of accounting and treasury business operations.
• Assist with supplier management (external accountants, auditors, banks, other service providers)
• Assist VP, Finance & Treasurer with gathering key business metrics from the areas of accounting, treasury, and HR for reporting. Report and analyze on data, looking for trends and suggesting potential solutions to business leaders.
• Participate in special projects, focus groups, and other assignments as needed.

Qualifications and Experience:

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

AIA is proud to be an equal opportunity workplace, committed to diversity, equity, and inclusion regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression or veteran status.