Under direct supervision, the Association Coordinator performs front-line point of contact and provides support for the administration and associations. The Association Coordinator provides comprehensive client service to assigned associations including, but not limited to: conference and event planning and coordination, including on-site staffing; newsletter production and editing; managing social media, website, and marketing initiatives; membership information management; continuing education program administration, processing and record keeping; board and volunteer coordination and support; and other duties necessary for the efficient and effective administration of assigned associations.
QUALIFICATIONS:

• High School diploma or GED equivalent is required.
• Bachelor’s degree in Business, Communication, Marketing, or an approved related field is preferred.
• 1-3 years of experience in an Administrative Assistant role, or its equivalent or project management services is preferred.
• Perform effectively, efficiently and with quality under tight deadlines and manage multiple priorities.
• Must have excellent interpersonal, written, and verbal communication skills. Professionally and appropriately communicate with a diverse group of individuals.
• Must demonstrate a positive attitude and proactive nature.
• Critical thinking skill capabilities are essential.
• Must exhibit a high degree of professionalism and maintain the highest level of confidentiality.
• Able to work in a highly organized manner within a fast-paced, innovative, and continuously changing environment.
• Must be highly organized with a great attention to detail.
• Ability to work independently with minimal supervision and with teams.
• Must be computer literate with the capability of performing at an intermediate or advanced level with respect to the Microsoft Office Suite of products (specifically Excel, and Word, Outlook).
• Experience with InDesign and Illustrator is desirable.

RESPONSIBILITIES:

• Under direct supervision, performs support tasks to administration and clients, providing superior customer service to internal and external clients.
• Serves as the front-line point of contact for assigned associations, including telephone, email, and social media communications.
• Acts as a communication conduit and link for leadership, membership and the client service team, including preparing and distributing correspondence, mass notices, promotions, and similar functions.
• Assembles and performs layout and edit copy functions for association newsletters.
• Responsible for soliciting advertising, sponsorships, and vendor support of client associations.
• Prioritizes and addresses requests and assignments in a professional manner to develop cooperative relationships and to ensure that customer confidentiality is assured.
• Attends to Social Media accounts and associations’ website to keep content current and relative.
• Identifies opportunities and recommends methods to improve service, work processes and financial performance, e.g. expense management.
• Prepares materials related to promoting, managing and administering conferences and seminars including, but not limited to, marketing materials such as logos, brochures and more.
• Plans and arranges for facilities, equipment, food and beverage and AV for board and other small meetings and for larger conferences and seminars.
• Participates as the primary on-site staff for conferences and expositions for assigned associations and secondary on-site staff for teammates conferences on an as needs basis.
• Prepares, distributes, collects, summarizes and reports surveys and other materials necessary for conference assessment and planning.
• Administers continuing education, certification and other association-related programs and assists in their governance.
• Attends board meetings as required and takes minutes of such meetings as needed.
• Prepares, maintains and distributes an annual calendar of events for each association.
• Maintains a current, organized filing system for association records that facilitates ease of reference and retrieval.
• Maintains current membership records, board and committee rosters and other rosters/demographic records.
• Processes and prepares check requests to be submitted to the Accounts Payable/Receivable Coordinator for paying and receiving for invoices according to established association policy and procedures.
• Forwards payments to the association’s treasurer on a timely basis for signature and mailing.
• Completes assigned tasks in an efficient and timely manner as defined by budget and specific engagement expectations.
• Ensures quality control requirements including complying with confidentiality requirements (e.g., client information, proposal information, personnel information, job-related information, etc.).
• Comply with the professional and Firm requirements (e.g., employee handbook requirements, time entry procedures, etc.)
• Proactively communicates to management any issues/concerns relating to assignments.
• Actively engage and patriciate in staff meetings and training sessions.
• Maintains a positive attitude and is receptive to feedback.

Other Duties:

• Provides courteous and prompt service to all internal and external parties. Prioritizes and addresses requests and assignments in a professional and cooperative manner.
• Identifies opportunities and recommends methods to improve service, and work processes. Assists in the implementation of quality improvement initiatives.
• May assist co-workers in the completion of tasks and assignments to ensure continuity of service and demonstrating team work skills. Actively supports teamwork throughout the organization.
• Perform other services as assigned.

Other Considerations:

• May periodically travel and work from different company locations.
• May be required to work overtime, and/or on weekends as needed.
• Must arrive at P&N offices or client locations in a timely manner and be ready to perform job responsibilities.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of the job successfully with or without reasonable accommodations. While performing the duties of this job, the employee is regularly required to talk, hear, and listen. Specific vision abilities required by the job include close vision and the ability to focus. This position spends a significant amount of time sitting and operating a computer. Lifting requirements will not typically exceed 50 pounds.
Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to perform the essential functions of this job successfully with or without reasonable accommodations. The work environment is considered to be that of a typical business/office operation. The noise level in the work environment is usually moderate.