Meeting & Membership Coordinator

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.

Meeting Coordinator 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

During the Meeting

• 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

Post-Meeting Follow-Up

• 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 Coordinator Responsibilities:

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

Database & Records Management

• 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

Member Services & Support

• 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

COMPETENCIES:

• Appearance, Conduct, and Overall Professionalism - Is able to conduct oneself appropriately in professional settings (This includes Strong Interpersonal Skills, Oral, and Written Communications). Adherence to the AH dress code both in the office and while attending client events. Always conduct themselves in a professional manner.
• Core Values - Practices and demonstrates AH’s core values.
• Customer Service - Provides world-class customer service as defined by taking care of both internal and external customer needs by delivering professional, high-quality service, before, during, and after needs are identified.
• Functional Competency/Initiative/Creativity (Wants it) - Possess the necessary skills and techniques to achieve the desired goal. Takes on new assignments without direction. Can be counted on to bring new ideas, suggestions, and recommendations in addressing challenges, improvements in processes, and procedures.
• Problem Solving/Decision Making (Gets It) - Identifies problems early and develops creative solutions. Decisions are timely and based on sound logical judgment. Possesses the necessary skills to be a leader.
• Sense of Urgency/Planning and Execution (Has the Capacity) - Develops and adheres to a timeline for all projects. Is willing to put in the time necessary to meet and exceed deadlines. Effectively manages the volume of work and can be counted on to get the job done.

· 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.

· Knowledge of Your Membership (YM) and Higher Logic Platform a plus.

· Commitment to delivering exceptional member experiences and driving organizational growth. 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.

· 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.