Job Description:
SR. ASSOCIATION COORDINATOR
GENERAL SUMMARY
The Senior Association Coordinator serves as a member of an association management client team and supports seamless day-to-day operations of Etherio’s Association Management division. This dual-function role is responsible for an association client’s effective coordination of marketing and communications, educational programs, membership, customer service, and events, while also managing division administration, client mail and check processing and general client support. The Senior Association Coordinator works closely with volunteers and internal teams to ensure organizational and operational excellence.
ESSENTIAL FUNCTIONS
ASSOCIATION CLIENT SUPPORT
Event Support
- Assist in the design and production of event signage, name badges, and collateral.
- Serve as registration lead pre-event assisting attendees in the registration process, updating records, processing refunds and answering questions.
- Support the setup and maintenance of the event website and the registration platform. Assist with speaker management platform and any questions that arise.
- Provide onsite assistance with event set-up, registration, attendee inquiries, and general logistics.
- Order supplies, signage, giveaways and other collateral for each event.
- Track and create award certificates, working closely with the VP of Awards.
Marketing and Communications
- Assist in composing and overseeing communications, including emails, social media posts, press releases, blog posts, event promotions, and announcements.
- Coordinate marketing committee meetings.
- Plan and manage the content calendar.
- Design and produce high-quality visual assets in Canva.
- Organize, coordinate, and execute the annual campaign.
- Coordinate Ad creation and placement in corporate sales flyers.
Webinar and Website Management
- Oversee end-to-end planning and execution of webinars (e.g., committee coordination, call for proposals and review process, scheduling, speaker agreements, Zoom setup, course setup in LMS, event calendar setup, speaker support, live moderation).
- Track webinar analytics, gather feedback, and prepare reports to support continuous improvement and sponsor relations.
- Create and update website content and graphics.
- Maintain accurate and engaging information on website.
- Manage custom forms for various association programs.
- Track and report website usage data.
OFFICE ADMINISTRATION
General Administration
- Demonstrate exceptional customer service through timely and professional interactions and attentive detail in handling requests.
- Provide administrative and project support to the client teams as additional support is needed.
- Support client teams with packing and shipping materials for client events.
Mail Process
- Process all mail for a minimum of 3 days per week.
- Retrieve mail from the building mail room.
- Sort and/or open all mail and segregate Checks.
- Distribute non-check mail and packages.
- Log checks, take images of checks and distribute images per our process document.
- Deposit checks and share deposit slips with association accountants
MINIMUM QUALIFICATIONS
- Bachelor's degree or equivalent experience.
- At least 2 years' experience, ideally in a non-profit or association setting preferred.
- Demonstrated achievements in project management, organizational skills, administrative responsibilities, and technology.
- Excellent oral and written communication skills, with strong interpersonal, presentation, and networking abilities.
- Proficiency in Microsoft Office (Word and Excel), with the ability to quickly learn and adapt to new software and platforms.
- Strong attention to detail.
- Ability to manage changing priorities and multiple projects with varying deadlines.
PREFERRED QUALIFICATIONS
- Experience with association software and learning management systems.
- Skilled with tools like Canva, Zoom, Hootsuite, Google Analytics, and Smartsheet.
- Proficiency in project management techniques is preferred.
- Marketing and/or social media experience.
- Proficient in database management and communication systems, emphasizing accuracy and attention to detail.
- Experience with office administration, facilities coordination, or operations support.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Etherio retains the right to change or assign other duties to this position.
WORKPLACE LOCATION REQUIREMENTS
We operate as a Hybrid work environment, working as a combination of remote and in-office presence, as well as the possibility of being onsite at client and/or event locations.
TRAVEL REQUIREMENTS
Ability to travel at least 15% per year.
SCHEDULING REQUIREMENTS
Requires flexibility in scheduling, such as the ability to work evenings and weekends to meet client, event, or company needs.
ESSENTIAL PHYSICAL FUNCTIONS AND WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
- Must be able to remain either in a stationary sitting position for extended periods (such as when working in the office), while also being able to stand and/or move for extended periods (such as when executing events onsite).
- Need to lift, carry, push, or drag boxes or equipment up to 30 lbs.
- Frequently moves inside the office to access filing cabinets, office machinery, etc.
- Need to adapt and function in various physical settings (for example, conference centers, indoor and outdoor spaces).
- Occasionally required to position self in a stooping, kneeling, or crouching manner.
- Frequently communicates with others and must be able to exchange accurate information in these situations.
- Frequently uses computers and other electronic equipment.
ABOUT ETHERIO
At Etherio, we have a purpose that drives all we do: We create meaningful partnerships, experiences, and connections that fuel growth and accelerate success for our clients and those they impact. Every day, we deliver creative, customer-focused solutions for our corporate and association clients - one meeting, event, or membership experience at a time. We recognize that to deliver that experience for our clients, we have to deliver it for our own team members as well. Whether you work in one of our offices or virtually, we're committed to supporting your learning and growth by providing opportunities for partnerships, experiences and connections that will accelerate your own success. Together we live out our core values, celebrate each other’s wins, learn lessons from our failures, and pursue excellence together.
Benefits include:
- Medical, dental, vision, and more.
- 401(k) with matching.
- Generous paid time off.
- Flexible and hybrid work schedules.
Our approach has earned us many industry awards over our 30+ year history, including 18 consecutive years on the CMI 25 – North America’s Top 25 Meeting & Incentive Companies.
Join us at Etherio and become part of a team where your work has purpose, your growth is championed, and your results are rewarded. If you're excited to help shape exceptional experiences and build lasting connections, we’d love to meet you.
Etherio is committed to embracing diversity and inclusion in our hiring practices and in experiences as team members. Etherio is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact
hr@etherio.com
.