Job Summary:
The Nardone Consulting Group, Inc., Association Coordinator facilitates the efficient operation of the assigned trade or professional association clients by performing a variety of clerical and administrative 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 recordkeeping and filing
- Ability to work independently
Education and Experience:
- Associate degree required; Bachelor’s degree in related field preferred
- Three to five years of experience in an administrative role
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
