Events Specialist

At AAA Western and Central New York, our Associates are committed to providing our members with a totally satisfying experience. Therefore, we seek Associates who are dedicated to this purpose, people who truly demonstrate compassion, empathy and unsurpassed service. These are the people that help us create a loyal membership base that strengthens our mission—to be our members’ most trusted provider of high quality automotive, travel, insurance and other relevant products and services that offer safety, security, peace of mind, value and convenience.

AAA Western and Central New York is regularly recognized as one of the best & healthiest places to work in the WNY & CNY area. In addition to a market competitive salary, Associates are eligible for a wide selection of benefits (dependent upon position) including:

• Medical, Dental, Life and AD&D Insurance
• Flexible work schedules
• Pre-Tax & Roth 401(k) plan with company match
• Health Spending Accounts with company contribution & Flexible Spending Accounts
• Company Paid Short-term & Long-term disability
• Paid time off
• Tuition reimbursement & company-paid training programs
• FREE AAA membership & travel / product discounts
• Paid Volunteer Time Off 

Job Responsibilities

50% AAA Hosted Events: Plan and manage event timelines, budgets, staffing, and logistics—including venue selection and contracting, catering, transportation, accommodations, signage, AV, and material handling; coordinate with internal teams and vendors, negotiate BEOs, permits, and insurance, and ensure seamless execution aligned with goals and brand standards. Serve as the main contact for stakeholders, vendors, and event registries- ensuring smooth registration, clear communication, a positive experience, and accurate data capture for CRM and sales follow-up. Partner with Marketing and Digital teams to promote events, manage registration and communications, and ensure consistent digital presence to drive engagement. Maintain comprehensive event documentation, including run-of-show schedules and post-event evaluations with feedback and budget reconciliation.

30% Marketing Sponsorships & Partnerships: Coordinate logistics for sponsored and partner events—including setup, staffing, signage, branded materials, and vendor communication; ensuring alignment with sponsorship agreements and brand standards to drive engagement. Assist in promotional efforts to build awareness and ensure consistent brand representation across all event touchpoints. Assist in the identification and evaluation of small-scale sponsorship opportunities, as needed and directed.

10% AAA Administrative, Internal, & Philanthropic Events: Support the planning and execution of internal AAA functions and philanthropic initiatives by coordinating logistics, materials, staffing, and communications. Ensure events reflect AAA’s brand and values while promoting employee engagement and community impact.

10% Reporting and Optimization: Evaluate and communicate business impact, Return on Investment (ROI), and Return on Objective (ROO) on all efforts. Monitor event performance across hosted, sponsored, and internal initiatives by collecting attendee feedback, engagement metrics, and budget data to evaluate success and identify areas for improvement. Use post-event insights to refine planning processes, enhance promotional strategies, and optimize future event execution for greater impact and efficiency. Create, manage and maintain a company-wide event calendar that is accessible to all employees.

Job Specific Requirements

• Excellent organizational and time-management skills

• Strong understanding of CRM, ESP, PM and Social Media platforms. Experience with Salesforce, HubSpot, Monday a plus. 

• Strong written and verbal communication abilities

• Detail-oriented with a focus on quality and consistency

• Ability to problem-solve and adapt quickly in dynamic environments

• Collaborative mindset with a member-first approach

• Must be able to work evenings, weekends, and holidays as event needs dictate

• Some travel across Club territory may be required dependent on event location(s)

Physical Requirements  

• Ability to perform routine office tasks that includes operating a computer for long periods of time, sitting, filing and communicating on the phone
• Ability to perform all physical functions consistent with travel including sitting in airplanes and driving for long periods of time
• Must be able to lift, carry, push, pull a maximum of 30 lbs 

Starting pay range: $60,000-70,000.00

Salary : $60,000 - $70,000