Operations & Administration Project Lead

AAA Texas & New Mexico is seeking a highly organized, energetic, and adaptable Operations & Administration Project Lead to support the planning, coordination, execution, and operational management of travel shows, member experience events, vendor activations, branch events, and community outreach initiatives across Texas and New Mexico.
This position plays a key role in supporting travel sales growth, strengthening vendor partnerships, enhancing member engagement, and ensuring seamless event execution across multiple markets. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and remains calm and solution-focused under pressure.
This role requires frequent travel, weekend availability, and flexibility to support evolving operational and event needs.

• Coordinate and execute travel shows, AAA Member Experience Days, vendor events, branch events, and promotional activations across Texas and New Mexico.
• Manage event logistics including venue coordination, registrations, layouts, signage, staffing, shipping, setup, and teardown activities.
• Support onsite event operations to ensure professional and high-quality member experience.
• Travel regularly to support events, branch initiatives, and operational projects.
• Work flexible schedules including evenings and weekends based on event calendars and business needs.
• Assist with event setup standards, execution consistency, and operational readiness across all markets.

• Communicate and 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 efforts 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 event promotions, flyers, signage, digital displays, and social media support.
• Support post-event reporting, attendance tracking, and operational recap documentation.
• Maintain event calendars and communication updates for internal teams.

• 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 operational initiatives tied to branch growth, member engagement, and travel sales support.
• Ensure event materials and operational assets remain organized and available for future events.

• Minimum 3–5 years of experience in event coordination, operations, hospitality, travel industry, marketing, or related field 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 with the ability…