Meetings and Membership Coordinator

PCMA; Washington (District of Columbia); On-site; USD 52,000 - 74,000; Full time

Job summary

PHADA is seeking a highly organized Meetings and Membership Coordinator to support conferences, programs, and member services. You will assist with event operations, registration, and data management, while collaborating with a small team to deliver high-quality experiences for housing authorities nationwide.

The role involves onsite execution, coordinating with venues and vendors, and maintaining accurate membership records. Strong communication and problem-solving skills are essential.

Qualifications

• Bachelor’s degree or equivalent; preferred but not required.
• 1–3 years in association management, meetings/events, membership, customer service, communications, or related admin role.
• Demonstrated ability to manage detailed, deadline-driven work across multiple projects.

Responsibilities

• Coordinate PHADA conferences, webinars, town halls, and other programs, including member programming and digital communications.
• Provide onsite event support (venue, catering, AV, signage, registration, speaker readiness).
• Assist with collecting and organizing onsite content (photos, clips, quotes) in line with brand guidelines.
• Coordinate exhibit hall operations and exhibitor communications.
• Lead webinars/town halls including platform setup, registrations, rehearsals, and follow-up communications.
• Support membership applications/renewals and maintain accurate records in AMS.

Skills

Event coordination

Customer service

Communications

Data management

Microsoft 365

Zoom/Teams

Education

Bachelor’s degree

Tools

AMS

CMS

Event registration platforms

Job description

About PHADA

The Public Housing Authorities Directors Association (PHADA) is a national membership organization representing more than 1,900 housing authorities and affiliates that provide affordable housing to millions of Americans across the country. PHADA serves as a leading advocate before Congress and HUD, while providing policy analysis, education, training, and professional development to support housing agencies administering affordable housing programs. As a mission-driven organization, PHADA is dedicated to strengthening housing authorities and advancing affordable housing opportunities nationwide.

Position Summary

PHADA is seeking a highly organized, service-oriented Meetings and Membership Coordinator to support two of the Association’s most visible member-facing functions: high-quality conferences and programs, and responsive membership service. The Coordinator will assist the Director of Meetings in managing detailed event operations in addition to supporting membership administration and engagement with oversight and support from the Director of Meetings. The successful candidate will be comfortable moving between logistics, data, communications, customer service, and onsite execution in a collaborative, small-team environment.

Key Responsibilities

Meetings, Conferences & Event Operations

• Coordinate the planning and execution of PHADA conferences, webinars, town halls, and other in-person and virtual programs, including member programming and digital communications development.
• Provide onsite event support, including venue, food and beverage, audiovisual, signage, registration, speaker readiness, session logistics, troubleshooting, and coordination with hotel and vendor teams.
• Assist with the planning, collection, and organization of onsite event-related content, including photos, short video clips, quotes, and other highlights, while ensuring adherence to consent and brand guidelines.
• Coordinate exhibit hall operations, including the exhibitor service timeline, floor plan details, general service contractor coordination, exhibitor communications, and onsite support.
• Serve as the operational lead for assigned PHADA webinars and town halls, including platform setup, registration, rehearsals, presenter support, polls, resources, recordings, and follow-up communications.
  

Membership Administration & Member Service

• Support the process of membership applications and renewals and maintain complete, accurate, and timely records in PHADA’s Association Management System.
• Support conference registration customer service and help ensure that member status, pricing, and contact information are accurate across systems.
• Serve as a steward of membership data integrity by conducting regular database reviews, resolving duplicate records, verifying and updating contact information, following up on email bounce-backs, documenting data standards, and preparing routine membership and engagement reports.
• Support recruitment, onboarding, renewal, retention, committee participation, and member-engagement campaigns.
• Monitor PHADA members’ social media channels for posts that the Association should share or amplify on its own channels, and route sensitive, policy-related, media, or reputational matters to designated senior staff.
• Perform other related duties and special projects consistent with the position’s purpose.
  

Why Join PHADA

Contribute directly to a national association serving public housing authorities and the communities they support.
Build broad experience across meetings, membership, member engagement, and digital communications.
Join a mission-driven, collaborative team where strong execution and thoughtful service have visible impact.

Equal Opportunity

PHADA is committed to equal employment opportunity and to maintaining a professional workplace where employees and applicants are treated with dignity and respect. Employment decisions are based on organizational needs, job requirements, and individual qualifications, consistent with applicable law.

Additional Information

This posting summarizes the primary duties and qualifications of the position and is not intended to be an exhaustive list of all responsibilities. Duties may evolve as organizational needs change. Employment with PHADA is at will, meaning either the employee or PHADA may end the employment relationship at any time, with or without cause or notice, subject to applicable law.

Required Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant experience; degree preferred but not required.
• One to three years of experience in association management, meetings or events, membership, customer service, communications, or a related administrative role.
• Demonstrated ability to manage detailed, deadline-driven work across multiple projects without losing accuracy or responsiveness.
• Excellent written, verbal, and interpersonal communication skills, with sound judgment about tone, audience, and escalation.
• Proficiency with Microsoft 365 Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience supporting Zoom, Microsoft Teams, or comparable webinar and virtual-meeting platforms.
• Demonstrated proficiency in using workplace software and digital tools to perform day-to-day responsibilities efficiently and effectively. Ability and willingness to quickly learn new applications and systems adopted by the organization.
• Ability to travel and work occasional early mornings, evenings, or weekends in support of events.

Preferred Qualifications

• Experience using Association Management Systems (AMS), website Content Management Systems (CMS) event registration platforms, exhibitor management, or hotel/convention operations.
• Experience drafting and scheduling organizational social media content, capturing basic photo or video content, and preparing performance reports.
• Experience with basic budgeting, invoice review, reconciliation, or financial tracking.
• Experience serving members, public-sector organizations, housing authorities, nonprofits, or mission-driven associations.

Work Environment & Physical Requirements

PHADA operates in a small, collaborative environment. The position routinely uses a computer and other office equipment and communicates by phone, email, and virtual meeting platforms. Conference work may require extended periods of standing or walking, movement throughout hotels or convention facilities, and handling routine event materials. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.