Communications Operations Manager

Job Description

Job Description

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 Senior Director, Communications, the Communications Operations Manager is responsible for project managing work across the entire Communications team, ensuring smooth workflows so that the distribution of AIA communications flows seamlessly across channels. This role involves managing the detailed flow of work alongside Communications leads and prioritizing tasks across the department, with a focus on coordinating and tracking project timelines, checkpoints, and results. The Communications Operations Manager will coordinate with the Marketing Operations Manager as needed to ensure cross-team campaign initiatives are synced accordingly, and will assist with the coordination of freelance contributors and subject matter experts across the organization on communication initiatives.

Job Duties

• Manage day-to-day intake requests for Communications projects, ensuring all work meets stakeholder expectations and aligns with project objectives.
• Working directly with Communications leads, assist in the creation of detailed schedules and tactical project plans for various stages of Communications initiatives.
• Track project timelines, checkpoints, and results, ensuring that job files are maintained and up to date.
• Monitor projects and initiatives, adjusting tasks and deadlines as needed to ensure timely delivery and seamless distribution of AIA communications across channels.
• Communicate project plans and progress to Communications leads, resolving any timeline issues that may arise.
• Coordinate and prioritize intake requests across the Communications team, ensuring alignment and efficient workflow.
• Coordinate with the Marketing Operations Manager as needed to ensure cross-team campaign initiatives are synced accordingly.
• Coordinate with Director of Events and Sponsorship Marketing to ensure sponsored content and advertising are reaching appropriate channels on schedule. Monitor metrics. 
• Assist with the coordination of freelance contributors and subject matter experts across the organization on communication initiatives.
• Understand operational processes and manage internal expectations appropriately, particularly regarding turn-around times for production, review, and approval processes.
• Display an appropriate sense of urgency, prioritization, and tenacity in relation to project deadlines and deliverables.
• Continuously review and optimize processes for traffic and task management to increase efficiency and effectiveness.
• Provide regular reports on project progress, timelines, and workload management to Communications leads and senior management.
• Use data and insights to recommend improvements to communications execution and workflow.
• Support the development and maintenance of standard operating procedures (SOPs) for the Communications team.
• Support invoicing processes for the Communications team, including tracking and processing vendor and freelancer invoices.
• Archive communication assets in accordance with established procedures.[NP1] 

Frequent contacts

• Senior Director, Communications
• Communications team managers and staff
• Marketing Operations Manager
• Freelance contributors and subject matter experts across the organization

Qualifications

• Proficiency in Smartsheet or similar project management tools is essential for managing tasks and workflows across multiple initiatives.
• Demonstrated organizational skills, with the ability to manage multiple projects and priorities simultaneously.
• Effective communication and interpersonal skills, with the ability to work seamlessly across teams and functions.
• Detail-oriented with a focus on execution and timely delivery.
• Ability to understand and navigate operational processes, managing expectations and ensuring timely delivery of all aspects of communications production and distribution.
• Experience coordinating with freelance contributors and subject matter experts a plus.

Bachelor's degree in Communications, Marketing, Business Administration, or a related field. 4-5+ years of experience in communications operations, project management, or a similar role; a strong focus on traffic and task management is preferred.

Supervisory Requirements

None

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
• Parental Leave
• 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
• Computer purchase program
• Fitness club discounts
• Prepaid legal services program
• Identity theft protection

Travel Requirements: N/A

Work Location:

100% Remote from the AIA Approved States: DC, MD, VA, AR, CT, DE, FL, GA, ID, IL, IA, KS, KY, MA, ME, MI, MN, MT, NH, NM, NY, NC, OK, PA, SC, SD, TN, UT, VT, WI, WY

Applicants from states not listed above are ineligible.

This position will periodically be required to be on-site at the AIA Headquarters in Washington, D.C.

Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities 

[NP1]Added archiving to the task list.