Aviation Event Coordinator Job Description [Updated for 2025]

In an era where air travel is more important than ever, the significance of an aviation event coordinator has been magnified.

As aviation events soar higher and wider, the demand for skilled minds who can meticulously plan, execute, and manage these events grows stronger.

But let’s delve deeper: What’s truly expected from an aviation event coordinator?

Whether you are:

• An aspirant trying to comprehend the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply intrigued by the intricacies of aviation event coordination,

You’ve landed at the right destination.

Today, we present to you a customizable aviation event coordinator job description template, designed for effortless posting on job boards or career sites.

Let’s take off and explore it.

Aviation Event Coordinator Duties and Responsibilities

Aviation Event Coordinators are responsible for organizing, planning, and coordinating aviation events while ensuring compliance with aviation rules and regulations.

They have a range of tasks, including administrative duties and direct coordination with multiple stakeholders.

Here are the primary duties and responsibilities of an Aviation Event Coordinator:

• Coordinate and plan the logistics of aviation events, such as airshows, aviation conferences, and meetings.
• Collaborate with various parties including event sponsors, vendors, performers, and regulatory authorities.
• Ensure the event complies with all safety, security, and aviation regulations.
• Develop event timelines, schedules, and task lists to ensure all preparations are completed on time.
• Handle event budgeting, tracking all event expenses, and ensuring cost-effectiveness.
• Negotiate contracts with vendors, suppliers, and performers.
• Manage the setup, tear down, and follow-ups of events.
• Coordinate event promotions and public relations activities.
• Handle any unexpected issues or emergencies that may arise during the event.
• Post-event analysis and reporting, including feedback collection and evaluation.

 

Aviation Event Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented Aviation Event Coordinator to join our team.

In this role, you will be responsible for planning and coordinating aviation events, ensuring compliance with aviation safety and regulatory standards, and providing an exceptional experience for attendees.

The successful candidate should be knowledgeable about the aviation industry, have excellent organizational and communication skills, and experience with event planning.

 

Responsibilities

• Plan, coordinate, and manage aviation events from conception to completion.
• Ensure compliance with aviation safety regulations and protocols.
• Handle logistics, including venue selection, catering, transportation, and accommodation arrangements.
• Coordinate with various internal and external stakeholders including vendors, sponsors, and regulatory authorities.
• Monitor event budgets and ensure cost-effectiveness.
• Handle any issues or crisis that may arise before or during the event.
• Evaluate event performance and gather feedback to improve future events.

 

Qualifications

• Proven experience as an event coordinator or similar role.
• Familiarity with the aviation industry and its regulations is preferred.
• Strong organizational skills, with the ability to manage multiple projects and meet deadlines.
• Excellent communication and interpersonal skills.
• Ability to handle stress and remain calm in difficult situations.
• Bachelor’s degree in Event Management, Hospitality, Tourism, or related field is a plus.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Aviation Event Coordinator
• Work Environment: This role will be primarily office-based with frequent travel to event locations.
• Reporting Structure: Reports to the Director of Aviation Events.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $70,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Aviation Event Coordinator Do?

An Aviation Event Coordinator typically works for aviation companies, airports, airlines, or aviation-related non-profit organizations.

They are responsible for planning, organizing, and coordinating events related to aviation.

This can include air shows, aviation conferences, airport openings, aviation education programs, and airline promotional events.

Their work includes liaising with various stakeholders such as event sponsors, aviation specialists, and aviation regulatory bodies.

They need to ensure that all aviation safety standards and regulations are adhered to during the event.

Aviation Event Coordinators handle all logistical details, including securing event locations, coordinating transportation, arranging for speakers or entertainment, overseeing event registration, and managing budgets.

They may also be involved in marketing the event, which can include designing promotional materials and managing social media campaigns.

They also handle any issues that arise during the event and ensure that all attendees have a positive experience.

After the event, they are typically responsible for evaluating its success and providing feedback for future planning.

 

Aviation Event Coordinator Qualifications and Skills

An effective Aviation Event Coordinator should possess a unique blend of interpersonal, organizational, and technical skills to efficiently plan and execute aviation events.

These skills and qualifications include:

• Excellent communication skills to effectively discuss event details with clients, vendors, and team members. This includes both written and verbal communication capabilities.
• Strong organizational and planning skills to handle multiple tasks simultaneously, manage the logistics of the event, and ensure that all event aspects run smoothly and on schedule.
• In-depth knowledge of aviation to understand the specific needs and requirements of aviation events. This could include knowledge of aircraft types, aviation history, and aviation safety regulations.
• Problem-solving skills to handle any unforeseen issues that may arise before, during, or after the event. This includes the ability to make quick decisions under pressure.
• Interpersonal skills to build relationships with clients, vendors, and team members. This also includes the ability to negotiate contracts and agreements with vendors.
• Customer service skills to ensure the satisfaction of all event participants. This includes being responsive to queries or concerns and ensuring that all needs are met.
• Technical skills to handle event-related software, such as event management platforms and databases. Familiarity with aviation-specific technology may also be beneficial.
• Physical stamina and flexibility as the role may involve long hours, particularly in the lead up to and during events.

 

Aviation Event Coordinator Experience Requirements

Entry-level Aviation Event Coordinators generally require a minimum of 1 to 2 years of experience in event planning, logistics or customer service.

This experience can be obtained through internships, part-time roles, or volunteer positions within the aviation or event industry.

Having a strong knowledge about aviation regulations, protocol, and safety procedures is a critical part of the job, which can be gained either through formal education or on-the-job experience in the aviation sector.

Aviation Event Coordinators with more than 3 years of experience often have a proven track record of planning and executing successful events.

They are skilled in communication, organization, and problem-solving, which they developed in previous roles involving event coordination, logistics or operations in the aviation industry.

Those with more than 5 years of experience often have leadership experience and are well-versed in managing teams, liaising with multiple parties such as vendors, attendees, and aviation authorities, and ensuring all events comply with aviation standards and regulations.

They may be ready for a managerial role, overseeing an entire team of event coordinators.

 

Aviation Event Coordinator Education and Training Requirements

An Aviation Event Coordinator typically requires a bachelor’s degree in aviation management, event management, hospitality, or a related field.

In these programs, students learn about the aviation industry and event planning, in addition to gaining practical skills in areas such as communication, team management, risk assessment, and logistics.

Work experience in the aviation industry or event management can be a significant advantage.

Some employers may prefer candidates who have experience coordinating large-scale events, and familiarity with aviation-related regulations and safety procedures.

In addition to education and work experience, an Aviation Event Coordinator must have excellent organizational and communication skills.

They should be able to multitask, make decisions quickly, and handle stress well.

While not required, certifications in event management or aviation management can make a candidate more competitive.

These certifications demonstrate a commitment to the field and provide additional training in areas such as contract negotiation, budget management, and emergency response planning.

Lastly, some positions may require the Aviation Event Coordinator to have a valid driver’s license and the ability to pass a background check.

 

Aviation Event Coordinator Salary Expectations

An Aviation Event Coordinator earns an average salary of $53,000 (USD) per year.

The actual earnings may vary based on the level of experience, the size and scope of the events coordinated, the location of the event, and the employing organization.

 

Aviation Event Coordinator Job Description FAQs

What skills does an Aviation Event Coordinator need?

Aviation Event Coordinators need excellent organizational and planning skills to manage every detail of an event.

They should have strong communication and interpersonal skills to liaise with various parties, including airport authorities, event sponsors, and attendees.

Their role also requires problem-solving skills to promptly address issues that may arise during planning or on the event day.

Knowledge of aviation regulations, safety procedures, and airport operations is also essential.

 

Do Aviation Event Coordinators need a degree?

While a degree is not always required, many employers prefer candidates with a bachelor’s degree in event management, hospitality, aviation management, or related fields.

Experience in event planning or aviation can sometimes substitute for formal education.

Additionally, certification from recognized bodies, such as the Event Industry Council or the Convention Industry Council, can be advantageous.

 

What should you look for in an Aviation Event Coordinator resume?

An ideal Aviation Event Coordinator resume should highlight previous experience in event planning or coordination, preferably within the aviation industry.

It should demonstrate the ability to manage multiple tasks simultaneously, coordinate with various stakeholders, and solve problems effectively.

Knowledge of aviation regulations and safety procedures is a plus.

Certifications in event management or aviation are also noteworthy.

 

What qualities make a good Aviation Event Coordinator?

A good Aviation Event Coordinator is meticulous, ensuring every detail of an event is planned and executed to perfection.

They should be excellent communicators, capable of liaising effectively with various parties.

Their problem-solving skills should be top-notch, enabling them to tackle challenges promptly and efficiently.

Flexibility is also essential, as event plans can change unexpectedly.

 

What are the challenges in hiring an Aviation Event Coordinator?

The biggest challenge in hiring an Aviation Event Coordinator could be finding a candidate with the right blend of event management skills and aviation industry knowledge.

Furthermore, this role requires someone who can handle high-stress situations and make quick decisions, qualities that can be difficult to assess in an interview situation.

It is therefore crucial to ask scenario-based questions to gauge the candidate’s practical skills and problem-solving abilities.

 

Conclusion

And there you have it.

Today, we’ve given you a glimpse behind the scenes of what it truly means to be an Aviation Event Coordinator.

And guess what?

It’s not all about organizing flight schedules.

It’s about orchestrating a symphony in the sky, one event at a time.

With our comprehensive Aviation Event Coordinator job description template and practical examples, you’re ready for take-off.

But why just hover there?

Soar higher with our job description generator. It’s your co-pilot to precision-crafted job listings or fine-tuning your resume to perfection.

Remember:

Every event is a piece of the larger airshow.

Let’s take to the skies. Together.

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