Senior Consultant - Association Coordinator at Postlethwaite & Netterville, APAC in Baton Rouge, Louisiana

Job Description:

The Senior Association Coordinator performs training and coaching guidance to new employees and provides support for the administration and associations.  The Senior Association Coordinator oversees and provides comprehensive client service to assigned associations including, but not limited to: conference and event planning and coordination, including on-site staffing; newsletter production and editing; managing social media, website, and marketing initiatives; membership information management; continuing education program administration, processing and record keeping; board and volunteer coordination and support; and other duties necessary for the efficient and effective administration of assigned associations.   

QUALIFICATIONS:

• High School degree or GED is required.


• Bachelor’s degree in Business, Communication, Marketing, or an approved related field is preferred.


• Certified Association Executive (CAE) credential, or Certified Meeting Professional (CMP) preferred. Actively pursues CAE, CMP or appropriate credential, as appropriate is preferred.


• 2-4 years of experience in an Association Coordinator role, or its equivalent is required.


• Project management experience is preferred.


• Perform effectively, efficiently and with quality under tight deadlines, demonstrating attention to detail and manage multiple priorities.


• Must have excellent interpersonal, written, and verbal communication skills.  Professionally and appropriately communicate with a diverse group of individuals.


• Must demonstrate a positive attitude and proactive nature.


• Critical thinking skill capabilities are essential.


• Must exhibit a high degree of professionalism and maintain the highest level of confidentiality.


• Able to work in a highly organized manner within a fast-paced, innovative, and continuously changing environment. 


• Ability to work independently with minimal supervision and with teams.


• Must be computer literate with the capability of performing at an intermediate or advanced level with respect to the Microsoft Office Suite of products (specifically Excel, and Word, Outlook, PowerPoint).   

RESPONSIBILITIES:

• Provides coaching/training guidance to new Association Coordinators.


• Performs senior-level support tasks to administration and clients, providing superior customer service to internal and external clients.


• Acts as a communication conduit and link for leadership, membership and the client service team, including preparing and distributing correspondence, mass notices, promotions, and similar functions.


• Prepares, maintains and distributes an annual calendar of events for each association that details, at a minimum, conferences, board meetings, newsletter submission and publication deadlines, national association conferences to which representatives may be sent, component meetings, financial statement publication dates, income tax returns, sales and use tax returns, other governmental and regulatory filing deadlines, and any other scheduled events of note.


• Processes receipts on a timely basis.  Enters receipts into association database concurrently with processing and depositing the funds.


• Processes and prepares payments for invoices according to established association policy and procedures.  Forwards payments to the association’s Treasurer on a timely basis for signature and mailing.  Member expense vouchers are to be processed, payments prepared and sent to the Treasurer within 24 hours of receipt or as soon as possible thereafter. Codes all receipts and disbursements according to the chart of accounts and concurrent with the preparation of the receipt or disbursement.  Forwards necessary records to the Bookkeeper in a timely fashion for preparation of financial statements.


• Maintains membership records, Board and committee rosters and other rosters/demographic records.


• Maintains a current, organized filing system for association records that facilitates ease of reference and retrieval.


• Provides a daily verbal or email update on association activities and key upcoming deadlines to the Executive Director.  Informs the Executive Director of any potential problems related to missed deadlines or association member service expectations of which the Association Coordinator is aware.


• Prepares materials related to promoting, managing and administering conferences and seminars including, but not limited to, continuing education forms, records and materials.


• Prepares, distributes, collects, summarizes and reports surveys and other materials necessary for conference assessment and planning.


• Performs a wide variety of clerical functions such as answering the telephone and preparing correspondence and notices, to support association activities and otherwise act as a communication link and conduit for the leadership and membership of assigned associations.


• Administers continuing education, certification and other association-related programs and assists in their governance. Prepares forms and records related to continuing education.


• Attends Board meetings as required and takes minutes of such meetings as needed.


• Plans and arranges for facilities, equipment, food and beverage for board and other small meetings and participates in planning for larger conferences and seminars.


• Participates as the primary on-site staff for conferences and expositions.


• Assembles, reviews and may approve layout and edit copy functions for association newsletters.


• Attends to Social Media accounts and associations’ website to keep content current and relative.


• Completes assigned tasks in an efficient and timely manner as defined by budget and specific engagement expectations.


• Ensures quality control requirements including complying with confidentiality requirements (e.g., client information, proposal information, personnel information, job-related information, etc.).


• Comply with the professional and Firm requirements (e.g., employee handbook requirements, time entry procedures, etc.)


• Proactively communicates to management any issues/concerns relating to assignments.


• May participate in Firm recruiting actives.


• Actively engage and participate in staff meetings and training sessions.

Other Considerations: 

• May periodically travel and work from different company locations.


• May be required to work overtime, and/or on weekends as needed.


• Must be able to reach P&N’s office in a timely manner and be ready to perform job responsibilities.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of the job successfully with or without reasonable accommodations.  While performing the duties of this job, the employee is regularly required to talk, hear, and listen. Specific vision abilities required by the job include close vision and the ability to focus. This position spends a significant amount of time sitting and operating a computer. Lifting requirements will not typically exceed 50 pounds. 

Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to perform the essential functions of this job successfully with or without reasonable accommodations.  The work environment is considered to be that of a typical business/office operation.  The noise level in the work environment is usually moderate.