Association Coordinator

Job Summary:

The Nardone Consulting Group, Inc., Association Coordinator facilitates the efficient operation of the assigned trade or professional membership based association clients by performing a variety of administrative and executive level support tasks.

Supervisory Responsibilities:

• May direct the work of resource team members in lower job classifications.
• May assist in training newly hired team members.

Duties/Responsibilities:

General

• Monitor phone lines
• Maintain filing systems
• Maintain an online calendar of events
• Retrieve information as requested from records, e-mail, and other related documents; prepare written summaries of data when needed
• Review website content daily and update as needed (content, calendars, webinars, etc.)
• Maintain association supplies and coordinates the necessary registration desk equipment for events
• Participate in AMS roundtables, training, and monthly meetings with the Resource Team
• Content curation, as needed, for general websites and other communication media
• Maintain a system for recording expenses and the use of petty cash • Perform other related duties as assigned

Membership

• Respond to and answer membership inquiries and questions (Contact us for submissions, password/account login help, changes to account, registration and payment support, etc.)
• Database Maintenance: merge duplicate accounts, back-up database to csv files
• Monthly membership reports: pull numbers from AMS and report trends to appropriate leader Membership/distribution report for association publications
• Journal access updates and troubleshooting
• Quarterly website analytics reports (training and templates provided)
• Volunteer reporting: provide monthly membership reports to appropriate leaders Manage membership renewal and develop, recommend, and implement membership engagement and retention strategies

Committee Support

• Prepare agendas and schedules for committee meetings
• Record and distribute minutes or other recordings for meetings
• Cultivate, coordinate, and conduct committee orientation and training
• Coordinate the awards program/cycle with appropriate committees to manage schedule, marketing of nominations, announcement of winners, and recognition
• Coordinate logistics for online webinars

Events

• Manage online and onsite registration
• Draft event marketing emails
• Program event registration at the direction of the Conference Manager and Association Manager
• Maintain proposal, attendee, and sponsor pace and historical reports
• Process requests for visa documentation (international attendee requests)
• Create attendance and presenter certificates and process requests
• Coordinate post-conference surveys (create, distribute, provide results)
• Create badges (attendees, sponsors, pre-conference) and reports for onsite
• Pack and ship all conference related materials
• Proofread conference program and prospectus
• Serve as point person for Conference App Upload session information from proposal system Upload sponsor and exhibitor information
• Manage changes/cancelations Schedule push notifications/daily alerts Provide instructions/communications to users

Marketing

• Newsletter(s): Solicit articles appropriately, compile, post/distribute.
• Draft general association marketing calendar for Association Manager and/or Communications Committee approval and team implementation
• Draft conference marketing calendar/schedule for Conference Chair approval and implementation
• Draft general marketing email and social media blasts based on an association marketing calendar

Accounting

• Email open invoices per schedule
• Data entry of check payments, research as necessary
• Data update to QBO as needed for AMS-related tasks (refund receipts, invoice updates)
• Invoice/receipt approval

Required Skills/Abilities:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems, such as record-keeping and filing
• Ability to work independently
• Travel 3-4 times annually

Education and Experience:

• Associate degree required; Bachelor’s degree in related field preferred
• Three to five years of experience in an administrative role
• Association Management Company experience a plus
• Membership based non-profit association experience a plus

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Prolonged periods of standing while onsite for events
• Must be able to lift 15-20 pounds at times