Programs Coordinator

AIA Seattle + Seattle Design Festival (SDF) envision a culture of design that fosters equitable, resilient, thriving communities. AIA Seattle’s mission is to champion the central role of architects in creating and sustaining a better built environment. Seattle Design Festival’s mission is to unleash the design thinker in everyone to illuminate Seattle’s challenges and ignite action. We are member‑led organizations, and volunteers inform our work.

This interactive relationship allows us to harness the wisdom and leadership of our community to expand our impact.

AIA Seattle + Seattle Design Festival is seeking a Programs Coordinator to support our educational programs and events, our signature design awards, and the Seattle Design Festival. The ideal candidate will be collaborative, detail oriented, and able to efficiently juggle multiple projects and priorities.

• Support the Programs Team to successfully coordinate and produce well‑executed educational programs, awards ceremonies, and events that advance AIA Seattle + Seattle Design Festival’s mission, vision, and values
• Collaborate with the Programs Team and all staff to implement the strategic plan and maximize engagement and impact across programmatic efforts

• Support program marketing, maintain up‑to‑date information, and adhere to communications schedules and deadlines
• Coordinate registration and ticket sales and communicate with registrants
• Support the AIA Continuing Education Submission (CES) process, including submitting CE proposal forms to AIA National, and post‑event credit reporting and Certificates of Completion to attendees
• Ensure all necessary signage, supplies, resources, and print materials are at events
• Organize day‑of event coordination and production for in‑person and virtual programs
• Extend continuing education resources beyond day‑of programming
• Assist the development of on‑demand continuing education opportunities for members
• Support the coordination of individual projects and events, as appropriate

• Coordinate and book venue and catering for in‑person events
• Arrange additional vendor needs, including permitting, equipment rentals, and AV
• Confirm logistics with speakers, including tracking speaker contracts, marketing materials, and presentation files; scheduling speaker prep calls; and making travel arrangements
• Lead the recruitment, communication, coordination, onboarding and retention of event volunteers
• Build and maintain positive relationships with current and potential vendors, speakers, and volunteers

• Support additional tactics to expand engagement and the reach of AIA Seattle + Seattle Design Festival programs
• Implement accessibility efforts to support inclusive events and the overall attendee experience
• Update programs tools and streamline system processes to improve efficiencies and impact
• Support implementation of evaluation tools and processes, including surveying attendees and members, tracking program success metrics, preparing final reports, and evaluating effectiveness of implemented strategies to inform recommendations

• Initiate and track payments to vendors and speakers
• Lead purchasing of program materials for in‑person events
• Adhere to budget, reconcile invoices, and track expenditures
• Ensure that cost efficiencies and earned income targets are maximized

• Contribute to the overall success of AIA Seattle + Seattle Design Festival programs
• Provide support to other Programs Team members when needed, and help develop redundancy and back‑up plans for the team
• Collaborate with the Communications Team on marketing needs, compiling and delivering all relevant program information required for program communications
• Collaborate with the Development Team on sponsorship needs, including delivery of sponsor benefits and coordinating in‑kind procurement for event needs
• Additional admin needs for Programs Team and organization as needed
• Contribute to and participate in Programs Team meetings and staff meetings
• Attend AIA and SDF events and…