Association and Event Coordinator

Madison, WI, USA|Remote, Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Exact $50,000.00

Work Schedule

Standard Hours

Flexible

Benefits

Ichra reimbursements

Retirement Plan

Work from home

Flex schedules

Health Insurance

Paid Time Off

Professional Development

Job Description

Momentum Association Management is a dynamic start-up association management company dedicated to supporting a diverse portfolio of association clients with flexible, high-quality administrative, membership, and meeting support services. Momentum prides itself on a culture that embraces fast-paced growth, professionalism, and a commitment to mission-driven work. The firm delivers hands-on experience in meetings and events management while fostering a collaborative environment where team members work directly with company founders and across multiple teams to ensure client success. Employees at Momentum enjoy a flexible work schedule with options to work from home, a supportive work culture emphasizing trust and discretion, and a clear path to career advancement within the rapidly expanding firm.

The Association Coordinator role at Momentum is an ideal opportunity for a highly organized, detail-oriented professional who thrives in fast-paced environments and wants to contribute to the seamless delivery of association services behind the scenes. This role primarily focuses on meeting and event coordination, supporting board and committee meetings, webinars, educational programs, and annual conferences from planning through post-event follow-up. The Coordinator manages the day-to-day logistical operations of meetings and events, including agenda preparation, speaker coordination, attendee communications, and virtual meeting support, enabling client Executive Directors and senior staff to concentrate on strategy and growth.

This position provides a unique chance to deepen expertise in meeting and event management within the association management industry, offering real opportunities for personal and professional growth. Responsibilities also include membership management, such as maintaining member records, handling inquiries, generating reports, and supporting retention initiatives. The role demands strong collaboration across Momentum's internal teams, managing multiple competing priorities for diverse clients while following standardized processes adapted to each client’s culture and specific needs.

Ideal candidates possess 1 to 3+ years of experience in association management, nonprofit administration, meeting planning, or administrative roles complemented by excellent organizational skills and attention to detail. Proficiency with Microsoft 365 and comfort working independently in remote or hybrid environments is essential. Those with prior experience in virtual event platforms, association management systems, or project management tools are especially welcomed. Momentum offers a competitive salary range of $50,000 to $65,000 annually with benefits such as ICHRA insurance reimbursements, retirement plan match, and flexible scheduling options. This role is an excellent fit for professionals eager to grow within a start-up culture while delivering client-first service with reliability, professional judgment, and a growth mindset.

Job Requirements

1 to 3+ years of relevant experience in association management, nonprofit administration, or meetings and events
Strong organizational and time-management skills
Excellent communication skills
Attention to detail and follow-through
Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams)
Ability to work independently in a remote or hybrid setting
Interest in growing expertise in meetings and events
Flexibility to support virtual and in-person meetings and events
Reliability and professional judgment
Ability to manage multiple competing priorities reliably
Client-focused mindset
Respect for team time and mission alignment
Growth mindset without drama
Ability to work within standardized processes and adapt to client needs

Job Qualifications

1 to 3+ years of experience in association management, nonprofit administration, meetings and events, or administrative support
Strong organizational and time-management skills
Excellent written and verbal communication skills
High attention to detail and follow-through
Proficiency with Microsoft 365 including Outlook, Word, Excel, and Teams
Comfort working independently in a remote or hybrid environment
Interest in meeting and event management with willingness to grow
Experience coordinating meetings, webinars, or conferences virtual and/or in-person preferred
Familiarity with event registration or virtual meeting platforms such as Zoom Webinars or Cvent preferred
Familiarity with association management systems or membership databases preferred
Experience with project management software like Monday.com or similar preferred
Experience supporting boards, committees, or volunteer leaders preferred
Experience working with multiple organizations or clients simultaneously preferred

Job Duties

Coordinate logistics for board meetings, committee meetings, webinars, and educational programs across multiple clients
Set up and manage event registration, attendee communications, confirmations, and reporting
Coordinate speakers, presenters, sponsors, and exhibitors, tracking deadlines, materials, and approvals
Build and maintain agendas, run-of-show documents, and meeting timelines to keep events on track
Set up and support virtual meetings and webinars including rehearsals and live production assistance
Provide on-site support for annual meetings and conferences, including registration, signage, materials, and attendee services
Track continuing education credits, evaluations, and post-event surveys, and compile post-event reports
Support meeting and event budget tracking, vendor coordination, and basic RFP and contract logistics
Maintain accurate member records in association management systems
Respond to member inquiries regarding benefits, status, and engagement opportunities
Generate membership reports and support retention and engagement initiatives
Assist with membership communications including emails and announcements
Provide day-to-day administrative support for multiple association clients
Manage shared inboxes and respond to routine member, volunteer, and stakeholder inquiries
Prepare correspondence, agendas, meeting materials, and reports
Maintain accurate digital filing systems and shared workspaces
Support contract administration, basic invoicing, and expense tracking as assigned
Prepare regular client KPI dashboards
Manage competing priorities across multiple clients while maintaining attention to detail and deadlines
Coordinate with Momentum team members to ensure consistent, high-quality service delivery
Follow standardized processes while adapting to each client’s culture and needs
Contribute to the continuous improvement of internal systems and workflows