Association Administrator

About the role

The Association Administrator handles day-to-day activities related to the management of a trade or professional association, reporting to the Association Executive Director within a multi-association management company framework. The association may be local or national in scope with membership ranging from 50 to 1500. This is not a remote position.

Responsibilities

• Membership
  • Process member prospects from initial contact (via email, phone, or mail) through follow-up
  • Process new members from receipt of application to qualification review and notification of acceptance
  • Maintain membership database inputting prospects, new members, address changes, and dues payments
  • Handle member requests for information or materials
  • Prepare monthly and other periodic reports on membership for Executive Committee or Board review
  • Prepare short articles on membership activities for association newsletters
  • Prepare annual dues invoices and other invoices for special services
• Meetings
  • Coordinate small meetings for executive committee and other committees and task forces (via teleconference or at an outside venue)
  • Assist with the development, preparation, marketing, and registration for semiannual board and membership meetings (including educational seminars and special events)
  • Part of a team handling on-site management of meetings for registration and coordination with hotel/venue, meals, and special functions
  • Prepare and distribute meeting announcements/flyers for meetings and programs
• Membership Services
  • Serve as a resource for services available to members
  • Research new services as assigned and make recommendations to Executive Director for presentation to Board or Executive Committee
• Publications
  • Assist in identifying articles or information appropriate for publication in newsletters
  • Provide word processing of articles or assist in layout of newsletter
  • Coordinate with graphic artist and supervise distribution of all periodicals
  • Coordinate with webmaster to publish all or portions of periodicals on the association website
  • Maintain periodical files and records
• Chapter Relations
  • Maintain periodic contact with association chapters to provide assistance and advice as needed
  • Update chapter contact information for directories
  • Solicit articles for publication in newsletters
  • Provide start-up information for the formation of new chapters
  • Assist in setting up steering committee or other meetings for new chapter development
  • Process requests for new chapter development
  • Maintain files on active and developing chapters
• Special Events
  • Develop special event opportunities with assigned associations or other clients
  • Work in coordination with Events Director to create, plan, organize, and manage events
  • Create budgets for the profitable execution of events
• General Administration
  • Process all routine correspondence related to the association
  • Maintain association minutes books, correspondence, and other association files and records
  • Perform other work as assigned related to the management of the association

Required Skills

• Advanced skills with office productivity software including: Microsoft Word, ACT or similar CRM database, Outlook (including calendar management), Excel (including formatting, creating formulas, inserting charts, etc.)
• Publisher, InDesign, or similar design programs
• WordPress or similar web maintenance programs
• Ability to use the internet (including AI) for email and research
• Excellent written communication skills: thorough knowledge of business English, spelling, grammar, and drafting professional correspondence
• Organizational and prioritization skills to manage multiple, concurrent tasks
• Accuracy in the input of names and numbers into databases or spreadsheets
• Ability to read, interpret, and logically apply information

Qualifications

• Strong interpersonal skills with the ability to interact with a variety of personalities while maintaining enthusiasm for the association's clients and the industry it represents
• Ability to work well with and take direction from leadership, and to work collaboratively in a team environment with a spirit of cooperation
• Excellent problem-solving and analytical skills, as well as critical thinking ability
• Proven ability to meet deadlines, communicate effectively, and track details

Schedule

Limited overnight travel required (4-5 days per year). Evening or early morning meeting attendance/management may be required.