Corporate Travel Meeting Planner, Remote

The AAA Club Alliance Corporate Travel team, is seeking to hire an experienced Event Planner who possesses the skills and competencies required to manage a top client account and all aspects of their meetings, and events. This associate will be the primary contact for this client and responsible for customer satisfaction, maintaining customer communication, design and execution of their meetings and events, and the relationship as it relates to meeting services delivery.  

What We Can Offer You:

• Why AAA?

  At AAA, we provide a reliable and supportive work environment with plenty of opportunities for career growth.

• Work-Life Balance:

• Remote Work: This is a work from home position, candidates must live within our territory in order to be considered: (·Connecticut ·Delaware ·Indiana ·Kansas ·Kentucky ·Maryland ·New Jersey ·Ohio ·Oklahoma ·Pennsylvania ·South Dakota ·Virginia ·Washington, DC ·West Virginia)

• Flexible Schedule: The schedule allows for considerable flexibility, with shifts potentially available from 9:30 AM to 6:00 PM EST.

• Paid Holidays: Celebrate eight paid holidays throughout the year.

• Generous Paid Time Off: Accrue over three weeks of paid time off during your first year.

• Paid Volunteer Time Off: Make a difference in your community with paid time off to volunteer.

• Annual Bonus + Annual Merit Increase Eligibility

• Comprehensive health benefits package

• 3+ weeks of paid time off accrued during your first year

• 401(K) plan with company match up to 7%

• Professional development opportunities and tuition reimbursement

• Paid time off to volunteer & company-sponsored volunteer events throughout the year

• Other benefits include a free AAA Premier Membership, Health & Wellness Program, Health Concierge Service, Life Insurance and Short Term/Long Term Disability

• Compensation: The starting base compensation for this position is: $55,000- 92,000.

Key Responsibilities

• Present and create proposals to clients based on scope of work based per meeting or event

• Oversee communication with all vendors related to dedicated meetings and events (hotels, venues, AV, DMC, transportation, entertainment, speakers, etc.)

• Sourcing of meeting/event venues and vendors including negotiation & contract execution with legal, and strategic sourcing support as needed.

• Designs and creates event website registration links/invitations and mobile applications (where applicable)

• On-site meeting/event management including domestic and some international destinations

• Assist with developing design strategy for applicable meeting and event, alongside client and leadership

• Manage activity results throughout all meeting and events-assist with conducting post meeting/event surveys, writing reports, and documenting feedback. Report as needed to supervisor

• Dedicated to meet all meeting and event expectations; including consultation, and logistical planning (meeting specifications, general session and special event design and management, and  group travel integrations)

• Inspect venues to ensure that they meet the client's requirements (if necessary)

• Responsible for negotiations and contract accuracy with client for execution

• Coordinate event services including room blocks, travel, ground transportation, food and beverage service, audio visual and meeting room logistics, etc

• Provide sample communication campaigns and timelines to ensure established deadline are achieved  

• Develop internal files and documentation storage including tracking sheets, calendar reminders, contracts, request forms, commissions, fees and misc. notes

• Request and review final folio prior to preparing and delivering final invoice to client

• Ensure complete client satisfaction by obtaining 100% meeting satisfaction with the client stakeholder/ Provide onsite, white glove service, where applicable

• Participate in quarterly reviews with client

• Work hand in hand with international units overseeing event management and CVENT integration from internal technology

Minimum Qualifications:

• BA/BS in Hospitality, Hotel Management, Business, or a related field is preferred

• 5+ years’ experience in meeting/event design, development and coordination

• CMP certification is preferred

• CVENT experience and certification is preferred

• Proficient with Cvent registration tool used to manage registration and event logistics is strongly preferred

• Strong working knowledge and advanced skills in the Microsoft Suite Office products, including Word, Excel, Outlook, PowerPoint, etc.

• Ability to travel 25% for onsite support (including internationally) and internal company meetings

Required Skills/Competencies

• Demonstrated success in managing a corporate client account

• Ability to support multiple teams by representing Meeting Planning  

• Excellent interpersonal communication skills – both verbal and written, and ability to work with multiple business units and corporate clients, including overseas businesses and personnel

Required Skills/Competencies Continued:

• Ability to manage dedicated client

• Ability to multi-task in a fast-paced environment

• Ability to work well independently and as part of a team

• Ability to maintain a calm and composed when working with corporate client, vendors and partners

• Self-starter and highly motivated and dedicated to delivering excellent service

• Extended hours during on-site meetings, overseas trips and during peak workloads or special projects

• Computer skills, research skills and knowledge of PC software applications including registration

• Ability to manage international meetings, events, hotels and travel

Full time Associates are offered a comprehensive benefits package that includes:

• Medical, Dental, and Vision plan options
• Up to 2 weeks Paid parental leave 
• 401k plan with company match up to 7%
• 2+ weeks of PTO within your first year
• Paid company holidays
• Company provided volunteer opportunities + 1 volunteer day per year
• Free AAA Membership
• Continual learning reimbursement up to $5,250 per year
• And MORE! Check out our Benefits Page for more information

ACA is an equal opportunity employer and complies with all applicable federal, state, and local employment practices laws. At ACA, we are committed to cultivating a welcoming and inclusive workplace of team members with diverse backgrounds and experiences to enable us to meet our goals and support our values while serving our Members and customers.  We strive to attract and retain candidates with a passion for their work and we encourage all qualified individuals to apply.  It is ACA’s policy to employ the best qualified individuals available for all positions. Hiring decisions are based upon ACA’s operating needs, and applicant qualifications including, but not limited to, experience, skills, ability, availability, cooperation, and job performance.

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