Partners in Association Management is celebrating our 25th year as a leader in non-profit and trade association management and are seeking a dynamic Program Manager to join our team to work on a statewide association and a small national trade association. 

In addition to proven strategic thinking skills and the ability to anticipate the needs of clients, the successful candidate will have a strong attention to detail and significant experience successfully managing projects/events in a non-profit or corporate setting.

Association Management Responsibilities

General

• Serves as an association Project Manager to implement strategic objectives.
• Serves as a key contact to volunteer leadership of designated associations.
• Responds to inquiries and resolves issues for association members.

Membership

• Assists with development and execution of member recruitment/retention campaigns.
• Coordinates annual membership renewals.
• Updates forms, invoices, and dues levels/amounts, where needed.
• Works with Member Services Department on database management.

Communications, Publications and Marketing

• Develops, edits and disseminates e-newsletters and other communications regarding legislative and regulatory actions, association activities, industry news, etc.
• Gathers and produces content for client magazines; queries mailing lists for printer and posts issues to website.
• Conducts advertising sales and collections for a quarterly magazine.
• Coordinates and posts social media content.
• Monitors and updates content on association websites.

Financial

• Reviews and processes financial transaction logs.
• Assists with coding of client payables.

Board of Directors

• Identifies meeting sites and coordinates meeting and social event logistics.
• Monitors/coordinates meeting attendance, packet preparation/dissemination.
• Attends meetings and prepares minutes.
• Assists with the election process for officers and directors.

Other

• Manages scholarship, awards and recognition programs.
• Organizes all facets of golf tournaments at Annual Conventions.
• Monitors and updates job recruitment boards.
• Administers small personnel certification program, verifying CE, issuing invoices and sending certificates.
• Fields phone calls and responds to inquiries, as appropriate.
• Enters and retrieves member data from various database platforms.
• Serves in phone back up rotation, as needed.
• Performs general administrative/office duties and other duties as assigned.

Smaller Meeting Planning Responsibilities

Primary Meeting Planner Small Meetings for Designated Association Clients

Planning

• Aids in developing and creating event concepts.

• Researches and secures event locations including contract negotiation.
• Develops event budgets and monitors expenses and revenues.

Marketing

• Creates content for marketing of events (print, website and social media).

• Assists in marketing events (preparing and/or proofing of e-blasts, developing marketing and registration brochures, updating/creating event webpages).

• Develops and proofs meeting registration forms (hard copy and online).

General Event Execution

• Serves as liaison with event site regarding: F&B selection, A/V, room set, etc.
• Oversees speaker contract negotiations: including contracts, bios, headshots, AV needs, travel needs, etc.
• Responsible for vendor relations, including sponsor (and exhibitor, where applicable) outreach, developing marketing pieces, soliciting financial support, ensuring vendors are provided appropriate recognition, etc.

• Performs miscellaneous event requirements as needed, such as: sending thank you notes, maintaining and ordering meetings supplies, ordering signage and promotional items; preparing attendee name badges; applying for CEU credit and submitting CE for attendees, preparing registration packets, conducting post-event evaluations, etc.
• Provides onsite management of event such as: registration, hotel liaison, etc.

Knowledge, Skills and Abilities Expected:

• Knowledge of standard office procedures and equipment.
• Skill in using various computer applications, including Microsoft Word, Excel, Access and Outlook.
• Familiarity with MemberClicks cloud-based membership software a plus.
• Ability to manage and prioritize multiple tasks.
• A strong attention to detail and proofing ability.
• Ability to follow oral and written instructions.
• Ability to communicate effectively with various personalities, both orally and in writing.
• Ability to establish and maintain effective working relationships with department heads, managers, employees, members and vendors.

About Partners in Association Management

Partners in Association Management is an accredited association management company headquartered in Tallahassee, Florida. Partners provides full service strategic and operational management to non-profit associations as well as individualized consulting services including: strategic planning, board governance training, event management, certification program development and more. It has been named as a Best Company to Work for by Florida Trend Magazine ten times since 2011.

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