The Association Coordinator provides essential administrative, membership, and meeting support across multiple association clients served by Momentum Association Management. This role is ideal for a highly organized, service-oriented professional who enjoys variety, thrives in a fast-paced environment, and takes pride in helping associations run smoothly behind the scenes.

This position carries a particular emphasis on meeting and event coordination—supporting board and committee meetings, webinars, educational programs, and annual conferences from planning through follow-up. We are especially interested in candidates who enjoy the logistics and choreography of bringing people together and who want to grow their expertise in meetings and events.

By owning the day-to-day details of operations, membership services, and meetings, the Coordinator allows client Executive Directors and senior staff to focus on strategy, governance, and growth. This is a great fit for someone looking to grow with a fast-moving start-up; the role offers genuine flexibility and a clear path for advancement.

Sound good so far?

Momentum is a start-up association management company – we want eager professionals who want to embrace a fast-paced, start-up culture. Joining our team means hands-on experience in all aspects of client work and working directly with our Founders and across various teams. We want individuals who are willing to grow with us!

Culture Fit: Non-Negotiables for Working at Momentum

Skills, systems, and workflows can be learned. These are the non-negotiables when we talk about our team and why we will succeed.

• Client-First, Ego-Last
• Reliability is a Core Value
• Comfort with Ambiguity
• Process-Oriented, Not Just Task-Oriented
• Direct, Respectful Communication
• Ownership Mentality
• Respect for Time—Yours and Others’
• Mission Alignment with Associations and Nonprofits
• Growth Mindset Without Drama
• Professional Judgment & Discretion

Meeting, Event & Program Support

• 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 using association and event platforms
• 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 (e.g., Zoom), including rehearsals and live production assistance
• Provide on-site support for annual meetings and conferences as needed, 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

Membership Management

• Maintain accurate member records in association management systems (AMS)
• 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

Administrative & Operational Support

• 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

Cross-Client & Team Collaboration

• 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

Qualifications & Experience

Required

• 1–3+ years of experience in association management, nonprofit administration, meetings and events, or administrative support – Have relevant skills? Let’s see if you are still a fit!
• Strong organizational and time-management skills with the ability to juggle multiple priorities and clients
• Excellent written and verbal communication skills
• High attention to detail and follow-through
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams)
• Comfort working independently in a remote or hybrid environment
• Interest in meeting and event management, with a willingness to grow in this area

Preferred (but not required)

• Experience coordinating meetings, webinars, or conferences (virtual and/or in-person)
• Familiarity with event registration or virtual meeting platforms (e.g., Zoom Webinars, Cvent, or similar)
• Familiarity with association management systems (AMS) or membership databases (MemberClicks, YourMembership, TradeWing)
• Experience with the Monday.com project management system or similar tools
• Comfort learning new technologies on the go
• Experience supporting boards, committees, or volunteer leaders
• Experience working with multiple organizations or clients simultaneously

About Momentum Association Management

Momentum Association Management is a boutique association management company (AMC) founded in 2025 by Matt Ott and Joe Sapp. Headquartered in Madison, Wisconsin, with additional offices in Coeur d'Alene, Idaho, and Washington, D.C., we provide full-service and customized management—governance, finance, membership, events, and operations—to a growing portfolio of professional and trade associations across the country. Founded on the belief that smaller, dedicated teams deliver better results, we pair the deep expertise of seasoned association professionals with a collaborative, tech-forward approach. Our people are at the heart of what we do, and we're committed to building a workplace where talented professionals can grow, take ownership of meaningful work, and make a real impact for the organizations and members we serve.

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