Association and Event Coordinator

Momentum Association Management LLC•Madison, WI

17d•$50,000 - $65,000•Hybrid

About The Position

The Association Coordinator provides essential administrative, membership, and meeting support across multiple association clients served by Momentum Association Management. This role is ideal for a highly organized, service-oriented professional who enjoys variety, thrives in a fast-paced environment, and takes pride in helping associations run smoothly behind the scenes. This position carries a particular emphasis on meeting and event coordination—supporting board and committee meetings, webinars, educational programs, and annual conferences from planning through follow-up. We are especially interested in candidates who enjoy the logistics and choreography of bringing people together and who want to grow their expertise in meetings and events. By owning the day-to-day details of operations, membership services, and meetings, the Coordinator allows client Executive Directors and senior staff to focus on strategy, governance, and growth. This is a great fit for someone looking to grow with a fast-moving start-up; the role offers genuine flexibility and a clear path for advancement. Momentum is a start-up association management company – we want eager professionals who want to embrace a fast-paced, start-up culture. Joining our team means hands-on experience in all aspects of client work and working directly with our Founders and across various teams. We want individuals who are willing to grow with us!

Requirements

1–3+ years of experience in association management, nonprofit administration, meetings and events, or administrative support
Strong organizational and time-management skills with the ability to juggle multiple priorities and clients
Excellent written and verbal communication skills
High attention to detail and follow-through
Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams)
Comfort working independently in a remote or hybrid environment
Interest in meeting and event management, with a willingness to grow in this area

Nice To Haves

Experience coordinating meetings, webinars, or conferences (virtual and/or in-person)
Familiarity with event registration or virtual meeting platforms (e.g., Zoom Webinars, Cvent, or similar)
Familiarity with association management systems (AMS) or membership databases (MemberClicks, YourMembership, TradeWing)
Experience with the Monday.com project management system or similar tools
Comfort learning new technologies on the go
Experience supporting boards, committees, or volunteer leaders
Experience working with multiple organizations or clients simultaneously

Responsibilities

Coordinate logistics for board meetings, committee meetings, webinars, and educational programs across multiple clients
Set up and manage event registration, attendee communications, confirmations, and reporting using association and event platforms
Coordinate speakers, presenters, sponsors, and exhibitors—tracking deadlines, materials, and approvals
Build and maintain agendas, run-of-show documents, and meeting timelines to keep events on track
Set up and support virtual meetings and webinars (e.g., Zoom), including rehearsals and live production assistance
Provide on-site support for annual meetings and conferences as needed, including registration, signage, materials, and attendee services
Track continuing education credits, evaluations, and post-event surveys, and compile post-event reports
Support meeting and event budget tracking, vendor coordination, and basic RFP and contract logistics
Maintain accurate member records in association management systems (AMS)
Respond to member inquiries regarding benefits, status, and engagement opportunities
Generate membership reports and support retention and engagement initiatives
Assist with membership communications, including emails and announcements
Provide day-to-day administrative support for multiple association clients
Manage shared inboxes and respond to routine member, volunteer, and stakeholder inquiries
Prepare correspondence, agendas, meeting materials, and reports
Maintain accurate digital filing systems and shared workspaces
Support contract administration, basic invoicing, and expense tracking (as assigned)
Prepare regular client KPI dashboards
Manage competing priorities across multiple clients while maintaining attention to detail and deadlines
Coordinate with Momentum team members to ensure consistent, high-quality service delivery
Follow standardized processes while adapting to each client’s culture and needs
Contribute to the continuous improvement of internal systems and workflows