Association Project Coordinator

Job Summary

The Project Coordinator is responsible for supporting association teams in the daily operations, and marketing functions for specific association clients as well as backup to multiple association clients as needed to support the department. The Coordinator reports to the assigned Client Director for each account.

• Passion
• Solutions Oriented
• Accountability
• Purpose

• Support membership, event, exhibit and sponsorship growth and recruitment efforts
• Manage database(s) and follow PCI Compliance requirements regarding handling of sensitive financial data.
• Respond within 24 hrs. to all inquiries received via email and phone from members and prospects.
• Coordinate and ensure marketing and administrative deliverables are met.
• Support association events including registrations, requests for information, trade show coordination, marketing input, on‑site registration desk.
• Manage virtual events (setting up meeting platform, maintaining registration records, and distributing meeting notices)
• Take and compose board meeting minutes.
• Function as liaison between member or prospective member liaison and headquarters
• Prepare reports for internal management, team and board meetings.
• Manage membership application process, renewals and payments.
• Process dues, collect and track sponsorship payments and accounts receivable invoices and interface with accounting team to ensure accurate financial records for association.
• Coordinate and ensure deliverables are met for the creation and update of membership materials (letters, new member welcome packets, newsletters, fact sheets, membership directories, member listings and surveys)
• Manage own time allocation to budget
• Approximately 30% of time devoted to travel for client related contract obligations, including international travel, and weekends.
• Other Marketing and Association responsibilities as requested.

• Database management: experience or willingness to learn AMS platforms such as Member Clicks/Your Membership/Higher Logic and more.
• Knowledge and/or willingness to learn Microsoft Office 365, Google Analytics, Mail Chimp, and social media platforms as well as other marketing and administrative software and programs as identified.

• Excellent verbal and written communication and proofreading
• Exceptional organization and diligence with ability to multi-task in a high-speed environment

• Customer Orientation: Demonstrates eagerness for satisfying external and internal customers quickly and effectively.
• Attention to Communication: Ensures that information is given to others who should be kept informed. Keeps his/her manager informed about progress and problems; avoids surprises.
• Initiative: Anticipate what needs to be done before being asked or before the situation requires it.
• Fostering
  
  Collaboration:
  
  Provides assistance, information and support to colleagues to build or maintain relationships.

2+ years’ administrative or project management experience in associations or professional service environment.

CMA works on a hybrid schedule, with 3 days in the office and 2 days working remotely.