Meeting & Membership Coordinator

Association Headquarters•Alexandria, VA

8d•Hybrid

About The Position

A Membership/Meeting Coordinator performs a variety of tasks to provide administrative and operational support within a team. The Membership/Meeting Coordinator is responsible for supporting the organizations membership and programs, as well as events/conferences and providing administrative support to the Account Executive and meeting level management.

Requirements

Bachelor's degree in business administration, marketing, communications, or related field
Proven experience in membership management, preferably in a nonprofit, association, or membership-based organization preferred.
Excellent communication and interpersonal skills, with the ability to build relationships with members and stakeholders.
Commitment to delivering exceptional member experiences and driving organizational growth.
Adaptability and Innovation: The ability to adapt to changing market conditions and industry trends, as well as innovative thinking to develop creative solutions to attract and retain members.

Nice To Haves

Knowledge of Your Membership (YM) and Higher Logic Platform a plus.
Passion for the Mission: A genuine passion for the organization's mission and values can be instrumental in effectively promoting membership and engaging with members.

Responsibilities

Pre-Meeting Planning Logistics coordination: Assist Meeting Manager with securing venues, negotiating hotel/vendor contracts, managing room blocks, catering, AV needs, and signage
Registration systems: setting up online registration, managing attendee data, processing payments, and handling confirmations
Committee/board support: scheduling and staffing planning committee calls, preparing agendas and minutes, and following up on action items
Speaker/exhibitor management: coordinating invitations, contracts, travel arrangements, and materials for speakers, sponsors, or exhibitors
Marketing coordination: working with communications staff to promote the event through email campaigns, website updates, and social media
Social Media experience including content creation, community management, platform knowledge, analytics & tracking
On-site management: overseeing setup, badge/registration desks, signage, and troubleshooting logistics in real time
Attendee experience: managing check-in, session flow, and addressing attendee questions or issues
Vendor liaison: serving as the point of contact for hotel staff, AV crews, caterers, and other vendor
Reporting: compiling attendance data, financial reconciliation, and post-event surveys for the client's leadership
Evaluation: gathering feedback to improve future meetings
Contract closeout: finalizing invoices and vendor payments
Membership Recruitment Prospect outreach: identifying and contacting potential members through campaigns, referrals, or industry lists
Marketing support: working with communications staff on recruitment materials, email campaigns, and website content promoting membership benefits
Conference/event tie-ins: using meetings, trade shows, or webinars as recruitment touchpoints
Application processing: reviewing and processing new member applications, verifying eligibility criteria (if applicable), and onboarding new members
Membership Retention Renewal management: sending renewal notices, tracking response rates, and following up on lapsed or at-risk members
Member engagement: coordinating welcome communications, orientation materials, and touchpoints throughout the membership lifecycle
Benefits administration: ensuring members understand and can access their benefits (publications, discounts, certifications, networking opportunities, etc.)
Retention analysis: tracking attrition trends and working with leadership to identify why members leave
AMS/CRM maintenance: keeping the association management system accurate and up to date (contact info, membership status, dues history, engagement records)
Dues processing: managing invoicing, payment processing, and reconciliation of membership dues
Reporting: generating membership statistics (growth, retention rate, demographics) for the client's board or committees
Data integrity: deduplicating records, merging accounts, and troubleshooting database issues
Customer service: serving as a first point of contact for member questions, complaints, or requests (often via a shared AMC call center or help desk)
Committee support: staffing membership committees, preparing reports, and helping implement strategic initiatives
Special programs: administering student/retiree/group memberships, chapters, or tiered membership structures