Event Planner and Communications Specialist

Overview

Who we are:

At AAA Life, we strive to maintain a collaborative work environment with shared responsibilities that puts the member first and provides great service to the AAA club partners.

As a people-centric organization, we focus on the development of all associates and providing opportunities to help them succeed. Here, you will exercise your potential to innovate, finding ways to increase efficiency and enhance our business processes!

Our goal is to develop an environment that attracts, cultivate and inspires excellence so that all of our associates have an exceptional AAA Life experience!

The Event and Communications Specialist will support the Corporate Communications team, executive leadership and other committees in planning a variety of corporate events and managing the company’s supply of branded gear and promotional items.

Responsibilities

Event Planning and Execution:

This individual will coordinate and manage all aspects of corporate events, including company-wide celebrations, agent incentive trips, strategy summits, and internal campaign celebrations. They will collaborate with cross-functional teams to determine event goals, themes, budgets, and timelines.

The Event Planner and Communications Special will source and negotiate with vendors, venues, and suppliers for event-related services, ensuring cost-effectiveness and quality. They will partner with event stakeholders and communications leadership to create event proposals, schedules, and detailed plans, including logistics, catering, audiovisual needs, and transportation. Additionally, they will conduct post-event evaluations and gather feedback to continually improve future events.

Brand and Promotional Item Management:

This role will allow you to develop and maintain a comprehensive inventory of branded promotional items and brand materials. You'll collaborate with communications and brand teams to ensure consistent branding and messaging across all promotional materials, and also partner with AAA Life’s associate storefront vendor to maintain inventory, provide regular active user lists, and process invoices.

The specialist will source and evaluate suppliers for swag and promotional items, negotiate pricing, and manage relationships, track inventory levels, place orders, and manage stock replenishment to meet demand, and coordinate distribution of promotional items for internal and external event recipients.

Administrative:

They will process invoices and provide updates on budget status, assist in the development and management of event budgets, ensuring cost-effective event planning and adherence to financial guidelines. In addition, they will prepare regular reports on department expenses, inventory levels, and promotional item usage, and receive and process email submissions to the Corporate Communications inbox, providing exemplary customer service to internal and external business partners.

Qualifications

• Bachelor's degree in hospitality management, communications, marketing, or a related field.
• A minimum of seven (7) years of proven experience in event planning and coordination, preferably in a corporate setting.
• Excellent organizational and time-management skills, with the ability to handle multiple tasks simultaneously and meet deadlines.
• Strong interpersonal and communication skills, with the ability to collaborate effectively with colleagues, vendors, and stakeholders at all levels.
• Attention to detail and commitment to delivering high-quality events and promotional items.
• Flexibility to work evenings and weekends, as required by event schedules.
• A creative mindset with an innovative approach to event planning and branded merchandise management.
• Strong project management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Experience with Adobe Creative Suite software.
• Strong communication and interpersonal skills.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel and talk or hear. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.