Event Planning & Audio Visual Assistant

3 weeks ago
Job ID
# Positions
Experience (Years)
Strategic Member Development & Support - Event Planning & Audio Visual Assistant

External Description


Event Planning & Audio Visual Assistant


The Air Line Pilots Association, the largest airline pilots union in the world and the largest non-governmental aviation safety organization in the world (representing over 58,000 pilots at 33 U.S. and Canadian airlines) seeks an experienced individual to support events hosted in our Herndon, Virginia, office.  The primary functions of the Event Planning & Audio Visual Assistant are assisting in the setup of all meetings rooms in ALPA’s Herndon building and providing AV support for meetings in our Conference Center.  S/he is responsible for ensuring that the handling of logistics for these rooms helps to produce a successful experience for attendees and speakers alike.


S/he coordinates with his/her supervisor on the setup of meeting rooms in the Herndon building and provides support to include moving/rearranging and setting up conference tables; setting up easels for directions and notification; setting up Association back drops; resetting seating, tables, walls, hanging banners, etc.; providing guidance to staff and/or pilots on the various table orientation options; and, stocking/restocking meeting supplies, including food and beverages.  S/he is a resource for AV support during large meetings/conferences/trainings in the Conference Center, including assisting the IT department in setting up microphones; testing equipment; practicing and assisting with PowerPoint presentations for speakers; and, assisting/managing the operation of audio sound boards and video switches.  S/he is also the back-up for maintaining an accurate and current inventory of meeting supplies and maintaining inventory lists.  S/he also assists the Event Planning Supervisor with the weekly schedule of events for the Herndon building; provides support to Board of Directors and other off-site meetings (prior to, on-site, and/or after the meeting concludes); repacking boxes to be sent back to the Herndon building; and, ensures the public meeting areas are clean and orderly, which includes cleaning up after meetings, on a daily basis.  This position reports to the Strategic Member Development & Resources and IT departments.


Travel: 5 – 10%.


Minorities, Veterans, and people with disabilities are encouraged to apply.


Minimum Requirements:


  • Able to work flexible schedule on short-notice as needed.
  • Willing to arrange personal time around Association meeting calendar.
  • High School diploma required, two years of college preferred; or, the equivalent combination of education and practical experience.
  • Two (2) years of related experience required, preferably in an event planning/AV support role.  Four (4) or more years strongly preferred.
  • Customer/member service experience strongly preferred.
  • Strong interpersonal and communication skills, oral and written, required.
  • Possesses the skills, diplomacy, and tact to interact professionally with all levels of contacts, internal and external.
  • Valid driver’s license with a clean driving record for at least the past five years.
  • Software: Microsoft PowerPoint, Word, Outlook, and Excel. 

Physical Demands:


Note: The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential physical activities of this position described below.


Routinely operates a computer. Regularly required to maintain a stationary position, move about the office and the local metropolitan area, determine what others have said or written, and frequently converse with others and exchange accurate information.


Regularly required to sit, stand, bend, reach, and move about the office and travel locally and nationally. May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases.


Required to move, raise, reach, and/or retrieve binders, books, boxes, conference room furniture, and files up to one-hundred (100) pounds (lbs.). (Assistance may not always be available.)


Relocation not provided.




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