Association Coordinator

Association & Conference Group; Leesburg, Northern (VA, KY); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Generous PTO and holidays

Professional Development budget

401(k) with employer matching

Group Health Insurance

Completely remote

Job summary

Association & Conference Group is seeking an Association Coordinator to support multiple client portfolios. You will be the organizational backbone, handling board meeting logistics, membership data management, and event support with a focus on outstanding customer service and proactive communication.

The ideal candidate is highly organized, capable of multitasking, and ready to contribute ideas to improve team efficiency while maintaining strong client relationships in a fully remote setting.

Qualifications

• High school diploma or equivalent required.
• 1-2 years in coordinator/administrative support roles, preferably in associations, AMC or non-profit sectors.
• Proactive in client meetings and account/team needs.
• Resourceful in sourcing information and developing required materials or processes.
• Strong ability to evaluate operational challenges and implement data-driven solutions.
• Excellent organizational skills with attention to detail and deadlines.

Responsibilities

• Assist in board meeting logistics, including invites, meetings setup, and materials.
• Coordinate virtual and in-person board meetings, including catering and room setup.
• Provide event support from registration to on-site management and webinar facilitation.
• Manage membership data and sponsorship tracking per client workflows.
• Adhere to client membership/sponsorship agreements and organizational policies.
• Utilize project management tools and AMS/LMS systems; contribute to appraisal processes.

Skills

Communication skills

Organization

Customer service

Meeting coordination

Virtual events

Travel coordination

Education

High school diploma or equivalent

Tools

AMS (Association Management Systems)

LMS

MS Outlook

Zoom/Teams

Job description

ACG Careers

Association Coordinator

Job Title: Association Coordinator

Location: Remote

Job Type: Full-Time

About Us:

Association & Conference Group (ACG) is a woman-owned, virtual company giving us the flexibility to engage the best talent regardless of geographic location. We leverage this talent, technology, and other resources to build a team that delivers responsible, efficient, and reliable service including strategic planning and budgeting, board development and volunteer engagement, sophisticated conferences and trade shows, marketing and public relations and general administrative support.

ACG’s core values include growth, partnership, transparency, innovation, and empowerment. We live these core values not only with our clients, but with our team. We believe if our team is able to grow professionally, thrive in partnerships with colleagues and clients, conduct themselves with integrity and transparency, solve problems and innovate, and feel respected and empowered, our clients will be successful.

Job Summary:

We are seeking a detail-oriented and proactive Association Coordinator to support multiple client portfolios. In this role, you will be the organizational backbone of our team, managing high-touch administrative tasks including board meeting logistics, membership data management, and event support.

The ideal candidate is a highly organized, resourceful multitasker with exceptional communication skills and a passion for stellar customer service. If you love keeping operations running smoothly while actively contributing ideas to improve team efficiency, we want to hear from you!

Responsibilities & Expectations

• Embody ACG’s Core Values of growth, partnership, transparency, innovation, and empowerment
• Board of Directors
  • Assist in the development of all board meeting books to include summarizing work completed over the last 30 days, concerns or red flags, and opportunities
  • Assist with logistics for virtual and in-person board meetings to include sending meeting invites, creating meetings in software, ordering F&B, preparing copies, tent cards, and other duties as assigned
• Events
  • Assist in the production of all events and conferences to include: proactively communicating and coordinating with committees, volunteers, client lead(s), meeting planner(s), sponsors, attendees, and other duties as assigned
  • Overall event support to include: registration, pre-event planning and preparation, on-site management, AV support as needed, F&B, room set-up, handouts, slides, and webinar facilitation
• Membership & Sponsorship
  • Adhere to client-specific workflows, which may include managing association management and learning management systems, membership data, sponsorship tracking, invoicing, and communications, and ensuring compliance with client membership and sponsorship agreements
• Adhere to ACG policies and processes
• Utilize ACG project management tools
• Actively contribute to the ACG appraisal process by providing constructive, high-impact peer feedback

Knowledge, Skills & Abilities

• High school diploma or equivalent required
• 1-2 years’ experience in a coordinator or administrative support role, with a strong preference for experience within the professional association, AMC (association management company), or non-profit sectors
• Takes initiative in client meetings, proactively anticipating and executing on account and team needs
• Demonstrates resourcefulness by independently sourcing information and developing the materials or processes required to fulfill client needs
• Strong track record of evaluating operational challenges, mitigating risks, and implementing data-driven, strategic solutions
• Excellent organizational and prioritization skills with a high attention to detail and a proven ability to meet deadlines in a fast-paced environment
• Exceptional interpersonal and communication skills, with the ability to synthesize ideas and interact effectively with diverse internal and external audiences
• Proficiency in Google Workspace, Microsoft Outlook, video conferencing tools, financial systems, project management systems, Association Management Systems (AMS), and Learning Management Systems (LMS)
• Ability and willingness to travel domestically and internationally for client events, including occasional weekends and holidays

Schedule:

This is a full-time, 40-hour-per-week position with a standard Monday-to-Friday schedule. Please note that this role requires flexibility for evening events and travel to client conferences.

Benefits:

• Generous paid time off (PTO) package, paid company holidays, and a paid winter shutdown between December 24th and January 1st. Additionally, this role is eligible for our “Gifted Days” policy, providing extra dedicated time to rest and recharge between conferences.
• Professional Development budget
• 401(k) with employer matching
• Group Health Insurance
• Completely remote! ACG provides the technology and you provide the environment (home office).

Equal Opportunity Employer:

Association & Conference Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Qualifying Questions:

• Do you have a high school diploma or equivalent?
• Do you have a minimum of 1 year in a coordinator or administrative support role, preferably within the professional association, association management or non-profit sectors?
• Have you worked with any of these systems: SmartSheet, MemberClicks, WildApricot, MemberLeap, Aptify?
• Do you have experience leading virtual meetings or webinars on Zoom or Teams?
• Are you willing to travel for client events?

Ready to embark on an exciting new chapter in your career?

We are always on the lookout for dynamic team members who share our core values and our passion for excellence. Don’t miss out on this opportunity to join ACG.

Submit your resume to take the first step towards a fulfilling career with us!