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 signageRegistration systems: setting up online registration, managing attendee data, processing payments, and handling confirmationsCommittee/board support: scheduling and staffing planning committee calls, preparing agendas and minutes, and following up on action itemsSpeaker/exhibitor management: coordinating invitations, contracts, travel arrangements, and materials for speakers, sponsors, or exhibitorsMarketing 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 timeAttendee experience: managing check-in, session flow, and addressing attendee questions or issuesVendor 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 leadershipEvaluation: gathering feedback to improve future meetingsContract closeout: finalizing invoices and vendor payments Membership Coordinator Responsibilities: Membership Recruitment Prospect outreach: identifying and contacting potential members through campaigns, referrals, or industry listsMarketing support: working with communications staff on recruitment materials, email campaigns, and website content promoting membership benefitsConference/event tie-ins: using meetings, trade shows, or webinars as recruitment touchpointsApplication 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 membersMember engagement: coordinating welcome communications, orientation materials, and touchpoints throughout the membership lifecycleBenefits 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 ...