Operations & Administration Project Lead

null, AAA Texas LLC • Coppell, TX

2d

About The Position

AAA Texas & New Mexico is seeking an organized, adaptable Operations & Administration Project Lead to plan, coordinate, execute, and manage travel shows, member experience events, vendor activations, branch events, and community outreach initiatives across Texas and New Mexico. The position supports travel sales growth, vendor partnerships, member engagement, and effective event operations across multiple markets. It combines strategic coordination with hands-on event execution and calls for managing multiple priorities in a fast-paced environment while remaining calm and solution-focused.

The role requires frequent travel throughout Texas and New Mexico, as well as evening and weekend availability based on event schedules and operational needs. The project lead coordinates event logistics and vendors, supports event marketing and communications, maintains operational records and materials, and assists with budgeting, reporting, travel revenue forecasting, FAM trip administration, IATAN listings, and statewide training and update meetings. The position also supports cross-functional initiatives related to branch growth, member engagement, and travel sales.

Requirements

• Minimum 3–5 years of experience in event coordination, operations, hospitality, the travel industry, marketing, or a related field is preferred.
• Strong organizational and multitasking skills, with the ability to manage multiple projects simultaneously.
• Ability to work independently and make decisions in fast-paced environments.
• Excellent communication, relationship-building, and problem-solving skills.
• Strong attention to detail and ability to adapt quickly to changing priorities.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PowerPoint.
• Must be able to lift and transport event materials as needed.
• Frequent travel throughout Texas and New Mexico is required.
• Evening and weekend availability is required based on event schedules and operational needs.
• Ability to work under pressure and adapt quickly during live event environments.
• Must maintain a professional, positive, and team-oriented attitude in high-volume situations.

Nice To Haves

• Experience with event registration platforms, CRM systems, or project tracking tools.
• Knowledge of travel industry operations, supplier relationships, or IATAN processes.

Responsibilities

• Coordinate and execute travel shows, AAA Member Experience Days, vendor events, branch events, and promotional activations across Texas and New Mexico.
• Manage venue coordination, registrations, layouts, signage, staffing, shipping, setup, and teardown logistics.
• Support onsite event operations and maintain a professional, high-quality member experience.
• Travel regularly to support events, branch initiatives, and operational projects.
• Work flexible schedules, including evenings and weekends, according to event calendars and business needs.
• Assist with event setup standards, consistent execution, and operational readiness across markets.
• Coordinate with travel suppliers, hotels, venues, vendors, marketing partners, and internal departments.
• Assist with vendor participation, event deliverables, sponsorship coordination, and timeline management.
• Ensure vendor expectations, branding standards, and operational requirements are met before and during events.
• Support relationship-building with preferred travel and community partners.
• Assist with event invitations, RSVP tracking, registration platforms, attendee communications, and follow-up activities.
• Coordinate with marketing teams on promotions, flyers, signage, digital displays, and social media support.
• Support post-event reporting, attendance tracking, and operational recap documentation.
• Maintain event calendars and internal communication updates.
• Maintain planning trackers, operational checklists, inventory lists, shipping schedules, and event materials.
• Coordinate distribution and fulfillment of event merchandise, displays, supplies, and promotional items.
• Assist with budget tracking, invoice processing, reporting, and event ROI analysis.
• Support travel revenue forecasting and reporting initiatives.
• Assist with Familiarization (FAM) trip selection coordination and administrative support.
• Maintain IATAN listings and assist with application submissions and tracking.
• Coordinate and host statewide travel training calls and operational update meetings.
• Support cross-functional initiatives tied to branch growth, member engagement, and travel sales support.
• Keep event materials and operational assets organized and available for future events.

Benefits

• Medical, dental, and vision coverage
• 401(k) savings plan with company match
• Pension
• Tuition assistance
• Floating holidays
• PTO for community volunteer programs
• Paid parental leave
• Wellness programs
• Employee discounts on membership, insurance, travel, entertainment, services, and more

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed