Operations & Administration Project Lead

ace; Coppell (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

AAA Texas & New Mexico is seeking an Operations & Administration Project Lead to coordinate planning, execution, and operational management of travel shows, member events, and vendor activations across Texas and New Mexico.

The role supports travel sales growth, vendor partnerships, and member engagement, requiring adaptability, strong organization, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Minimum 3-5 years in event coordination or operations.
• Strong organizational and multitasking abilities.
• Excellent communication and problem-solving skills.
• Proficiency in MS Office; CRM or project tools a plus.
• Ability to lift and transport materials.

Responsibilities

• Coordinate and execute travel shows and events across Texas and New Mexico.
• Manage event logistics including venue, registrations, layouts, staffing.
• Support onsite operations for high-quality member experience.
• Travel regularly to support events and initiatives.
• Maintain event calendars and post-event reporting.

Skills

Organizational skills

Multitasking

Communication

Problem-solving

Independent work

Tools

Microsoft Office

CRM systems

Project tracking tools

Job description

Operations & Administration Project Lead

Job Description

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.

Key Responsibilities

Event Planning & Execution

• 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.

Vendor & Partner Coordination

• 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.

Marketing & Communication Support

• 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.

Operations & Administrative Support

• 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.

Qualifications

• 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 to adapt quickly to changing priorities.
• Proficiency in Microsoft Office Suite including Outlook, Excel, Word, Teams, and PowerPoint.
• Experience with event registration platforms, CRM systems, or project tracking tools is a plus.
• Knowledge of travel industry operations, supplier relationships, or IATAN processes preferred.
• Must be able to lift and transport event materials as needed.

Work Environment & Expectations

• Frequent travel throughout Texas and New Mexico required.
• Weekend and evening availability 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.
• Position requires both strategic coordination and hands‑on event execution.

Key Attributes

• We are looking for someone who:
• Highly adaptable and dependable
• Can pivot quickly when priorities change
• Enjoys creating memorable member experiences
• Takes ownership and follows through
• Thrives in a fast-paced operational environment
• Balances organization, creativity, and execution
• Works well independently and as part of a team
• Maintains professionalism under pressure

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