Membership & Program Coordinator (Vermont Residency Required)

VERMONT CAPTIVE INSURANCE ASSOCIATI•South Burlington, VT

3d•Remote

About The Position

The Membership & Program Coordinator is a key contributor to VCIA's membership engagement, retention initiatives, and educational programming. In this highly collaborative role, the Coordinator works closely with the Membership Director and the Director of Learning & Professional Development to deliver the administrative, logistical, and member-facing support that ensures a positive, attentive, and value-added experience for members and program participants. This position offers meaningful exposure to the full scope of VCIA's work and plays an important part in strengthening relationships across the captive insurance industry.

Requirements

Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
High degree of professionalism, customer service orientation, and interpersonal skills.
Ability to work independently, take initiative, and manage multiple priorities.
Comfort with technology and willingness to learn new systems.
Vermont residency required.

Nice To Haves

Experience with associations, membership organizations, event coordination, or learning/professional development environments.
Familiarity with AMS/CRM systems or similar platforms.
Experience with Asana or other project management tools.
Prior customer service or administrative experience.

Responsibilities

Serve as a primary point of contact for membership renewal and retention activities.
Track renewal cycles, prepare renewal communications, and follow up with members as needed.
Use VCIA's membership renewal notification and tracking system (PropFuel) as a core part of the renewal and retention process.
Maintain accurate membership records in the association management system (AMS).
Provide high-quality customer service to members, prospective members, and partners.
Assist in coordinating the annual exhibitor lottery process.
Prepare and send exhibitor invoices, track payments, and manage exhibitor agreements.
Communicate regularly with exhibitors regarding deadlines, logistics, and questions.
Respond promptly to exhibit booth inquiries.
Help manage and update the exhibit hall floor plan within the AMS.
Coordinate and distribute the post-conference exhibitor satisfaction survey.
Provide logistical and administrative support for VCIA's educational programming.
Manage Asana tracking for program tasks and timelines.
Assist with meeting scheduling, agenda preparation, and meeting minutes.
Support webinar and event setup, including speaker coordination and materials preparation.
Help ensure a smooth experience for attendees, speakers, and partners.
Assist with cross-team projects and organizational initiatives as needed.
Contribute to a positive, collaborative team culture.
Support engagement on VCIA's Member Forum, including posting updates, responding to member activity, and helping maintain an active, welcoming online community.
Perform other duties as assigned.