Association Management Center
Job Description
About Us
Association Management Center (AMC) is a trusted partner to more than 28 leading associations and professional societies. Our talented team of more than 150 professionals provides the day-to-day operational management our clients need to achieve their business goals. We are proud to support our clients in the impactful work they do and to create a workplace in which all are welcomed and celebrated for their diverse skills, experiences, and backgrounds. At AMC, you'll join a dynamic team of collaborative, innovative, and supportive professionals and can "Achieve What You Believe."
About the Role
The
Operations Coordinator
will assist in ensuring operational excellence through consistent communication, the use of technology, and adherence to operations protocols. The ideal candidate will have critical thinking skills, project management capabilities, and effective time-management skills in order to support simultaneous projects. Must be team oriented and able to support inter-departmental projects and communicate with external stakeholders.
Responsibilities:
Support the achievement of client budget goals for conferences, events, sales, sponsorship, exhibits and advertising Support the management of annual conferences (in person and virtual), educational courses and board meetings. Provide support on larger conferences with site searches, pre-planning meeting logistics, room block management, contracting additional vendors, onsite support, and invoice reconciliation as needed. Research and coordinate multiple vendors (security, transportation, etc.) and off-site venues for clients' annual and small meetings. Build and maintain positive relationships with internal clients and industry vendors. Oversee shipping, event signage, hotel rooming lists, and pick-up reports. Assist with completing post-event reconciliation including invoices and post-event reports. Support clients' needs as requested (i.e. researching networking platforms and attendee experience items, creating custom best practices documents for client teams, attendees, and speakers). Support Sales and Operations Managers across multiple sales, sponsorship, exhibits and advertising initiatives through various activities including:
Prepare and send various types of correspondence, including but not limited to sales e-mail blasts and sponsored messaging. Virtual and in-person conference responsibilities as established by the Sales Manager Ability to work in a variety of virtual platforms including, but not limited to, Microsoft Office Suite, ExpoCad, Salesforce, and Zoom - able to work with multiple people on these projects, including external vendors and company representatives Track and process sales and deliverables across multiple databases Produce, analyze, and maintain consistent accurate reports by program and company for exhibit, advertising, sponsorship and corporate member programs in appropriate databases including ExpoCad, SalesForce and Personify; distribute reports to identified staff and/or use reports to send email blasts and other communications. Develop knowledge of various databases for tracking sales information, editing, reporting, etc. across various clients. Develop a strong understanding of, and successfully implement all support steps in, the sales process:
Collaborate with Sales Managers to determine necessary strategic sales approaches and develop logistical and marketing planning calendars. Deliverable collection (exhibits, advertising, sponsorship, corporate membership) Serve as liaison with General Service Contractor regarding schedule, signage, and logistics for onsite events. Cultivate relationships with exhibitors, advertisers, and sponsors by providing support before, during, and after the event or activity. The coordinator is often the point of contact for stakeholders with logistical questions. Provide excellent sales and customer service support by formulating resolutions to concerns and logistical questions from external stakeholders. Respond in a timely, accurate, and courteous/professional manner. Coordinate with account and service teams to support projects related to sales activities such as signage, maintenance of websites and printed materials, and communication of sponsor and exhibitor information. Maintain corporate membership records and website listings including logos and descriptions. Work closely with the account teams on various projects surrounding both annual conferences and year-round opportunities. Cultivate internal relationships with AMC teams to support client and SEIRR team success. Adaptability and flexibility - ability to pivot and think/communicate creatively & effectively Experience and Skills
Bachelor's degree Prior work experience in an office environment. Strong computer proficiency. Well versed in MS Office, Internet researching and social media. Ability and confidence to learn multiple platforms for financial, logistical, and data management. Excellent interpersonal and communication skills. Excellent organizational skills and attention to detail. Self-starter. Ability to initiate projects and tasks. Customer service oriented: Team player/positive attitude, commitment, patience, enthusiasm, creativity, listening, comprehension, initiative, cooperation, resourcefulness. Ability to organize, prioritize, and manage multiple projects/priorities. Ability to think and plan ahead. Commitment to company values. Ability to interact with all levels of staff and vendors professionally and with an appropriate demeanor, appearance, and confidence Professionalism: Good judgment, ability to interact with all levels of staff and vendors, appropriate demeanor and appearance, confidence. Ability to travel 3-5 times per year, by all modes of transportation including car, plane and train. Physical: Extended computer use. Work involves sitting, standing, walking, talking, hearing, and typing, with visual acuity required for keyboard usage, data analysis, and computer terminal operation. Occasional light lifting may be necessary. AMC provides reasonable accommodations to qualified individuals with disabilities to perform the essential functions of their job. Reasonable accommodations will be determined on a case-by-case basis. Why You'll Love It Here:
AMC was founded on the core values of Caring, Mutual Trust, Respect, and Integrity. Employees will enjoy being part of a team that embraces a high-performance culture and fosters accountability, personal growth and client success.
Our wide range of benefit offerings include:
Generous paid time off (20+ days!) 12 paid holidays Medical, vision and dental options, along with life insurance and an Employee Assistance Program. Financial wellness benefits including 401(k), FSA & HSA, employer-paid life and AD&D insurance; paid leave & disability programs. Professional development, tuition & certification assistance; internal advancement opportunities. Commitment to Diversity, Equity, Inclusion and Belonging. Compensation:
$24-$28 per hour. Within this range, individual pay is determined by relevant factors, including job-related skills, experience, market data, work location, and education or training. Location:
This is a hybrid role in Schaumburg, IL. Employees who reside within 50 miles of the office are expected to work onsite one day per month. At times, there may be circumstances that require additional visits to the office. Candidates who live more than 50 miles from the office, including in and out of IL, may be considered for a remote opportunity. Out of state applicants may be eligible for hire, depending on the state in which they reside. Applicants must be located and authorized to work in the US on a full-time basis now and in the future. We are not able to sponsor candidates requiring work authorization.
Association Management Center is an equal opportunity employer.
We are committed to building a diverse team in which all employees are welcomed, valued and respected for their individual strengths, perspectives, and contributions.
Disclaimer
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
Association Management Center (AMC) is a trusted partner to more than 28 leading associations and professional societies. Our talented team of more than 150 professionals provides the day-to-day operational management our clients need to achieve their business goals. We are proud to support our clients in the impactful work they do and to create a workplace in which all are welcomed and celebrated for their diverse skills, experiences, and backgrounds. At AMC, you'll join a dynamic team of collaborative, innovative, and supportive professionals and can "Achieve What You Believe."
About the Role
The
Operations Coordinator
will assist in ensuring operational excellence through consistent communication, the use of technology, and adherence to operations protocols. The ideal candidate will have critical thinking skills, project management capabilities, and effective time-management skills in order to support simultaneous projects. Must be team oriented and able to support inter-departmental projects and communicate with external stakeholders.
Responsibilities:
Support the achievement of client budget goals for conferences, events, sales, sponsorship, exhibits and advertising Support the management of annual conferences (in person and virtual), educational courses and board meetings. Provide support on larger conferences with site searches, pre-planning meeting logistics, room block management, contracting additional vendors, onsite support, and invoice reconciliation as needed. Research and coordinate multiple vendors (security, transportation, etc.) and off-site venues for clients' annual and small meetings. Build and maintain positive relationships with internal clients and industry vendors. Oversee shipping, event signage, hotel rooming lists, and pick-up reports. Assist with completing post-event reconciliation including invoices and post-event reports. Support clients' needs as requested (i.e. researching networking platforms and attendee experience items, creating custom best practices documents for client teams, attendees, and speakers). Support Sales and Operations Managers across multiple sales, sponsorship, exhibits and advertising initiatives through various activities including:
Prepare and send various types of correspondence, including but not limited to sales e-mail blasts and sponsored messaging. Virtual and in-person conference responsibilities as established by the Sales Manager Ability to work in a variety of virtual platforms including, but not limited to, Microsoft Office Suite, ExpoCad, Salesforce, and Zoom - able to work with multiple people on these projects, including external vendors and company representatives Track and process sales and deliverables across multiple databases Produce, analyze, and maintain consistent accurate reports by program and company for exhibit, advertising, sponsorship and corporate member programs in appropriate databases including ExpoCad, SalesForce and Personify; distribute reports to identified staff and/or use reports to send email blasts and other communications. Develop knowledge of various databases for tracking sales information, editing, reporting, etc. across various clients. Develop a strong understanding of, and successfully implement all support steps in, the sales process:
Collaborate with Sales Managers to determine necessary strategic sales approaches and develop logistical and marketing planning calendars. Deliverable collection (exhibits, advertising, sponsorship, corporate membership) Serve as liaison with General Service Contractor regarding schedule, signage, and logistics for onsite events. Cultivate relationships with exhibitors, advertisers, and sponsors by providing support before, during, and after the event or activity. The coordinator is often the point of contact for stakeholders with logistical questions. Provide excellent sales and customer service support by formulating resolutions to concerns and logistical questions from external stakeholders. Respond in a timely, accurate, and courteous/professional manner. Coordinate with account and service teams to support projects related to sales activities such as signage, maintenance of websites and printed materials, and communication of sponsor and exhibitor information. Maintain corporate membership records and website listings including logos and descriptions. Work closely with the account teams on various projects surrounding both annual conferences and year-round opportunities. Cultivate internal relationships with AMC teams to support client and SEIRR team success. Adaptability and flexibility - ability to pivot and think/communicate creatively & effectively Experience and Skills
Bachelor's degree Prior work experience in an office environment. Strong computer proficiency. Well versed in MS Office, Internet researching and social media. Ability and confidence to learn multiple platforms for financial, logistical, and data management. Excellent interpersonal and communication skills. Excellent organizational skills and attention to detail. Self-starter. Ability to initiate projects and tasks. Customer service oriented: Team player/positive attitude, commitment, patience, enthusiasm, creativity, listening, comprehension, initiative, cooperation, resourcefulness. Ability to organize, prioritize, and manage multiple projects/priorities. Ability to think and plan ahead. Commitment to company values. Ability to interact with all levels of staff and vendors professionally and with an appropriate demeanor, appearance, and confidence Professionalism: Good judgment, ability to interact with all levels of staff and vendors, appropriate demeanor and appearance, confidence. Ability to travel 3-5 times per year, by all modes of transportation including car, plane and train. Physical: Extended computer use. Work involves sitting, standing, walking, talking, hearing, and typing, with visual acuity required for keyboard usage, data analysis, and computer terminal operation. Occasional light lifting may be necessary. AMC provides reasonable accommodations to qualified individuals with disabilities to perform the essential functions of their job. Reasonable accommodations will be determined on a case-by-case basis. Why You'll Love It Here:
AMC was founded on the core values of Caring, Mutual Trust, Respect, and Integrity. Employees will enjoy being part of a team that embraces a high-performance culture and fosters accountability, personal growth and client success.
Our wide range of benefit offerings include:
Generous paid time off (20+ days!) 12 paid holidays Medical, vision and dental options, along with life insurance and an Employee Assistance Program. Financial wellness benefits including 401(k), FSA & HSA, employer-paid life and AD&D insurance; paid leave & disability programs. Professional development, tuition & certification assistance; internal advancement opportunities. Commitment to Diversity, Equity, Inclusion and Belonging. Compensation:
$24-$28 per hour. Within this range, individual pay is determined by relevant factors, including job-related skills, experience, market data, work location, and education or training. Location:
This is a hybrid role in Schaumburg, IL. Employees who reside within 50 miles of the office are expected to work onsite one day per month. At times, there may be circumstances that require additional visits to the office. Candidates who live more than 50 miles from the office, including in and out of IL, may be considered for a remote opportunity. Out of state applicants may be eligible for hire, depending on the state in which they reside. Applicants must be located and authorized to work in the US on a full-time basis now and in the future. We are not able to sponsor candidates requiring work authorization.
Association Management Center is an equal opportunity employer.
We are committed to building a diverse team in which all employees are welcomed, valued and respected for their individual strengths, perspectives, and contributions.
Disclaimer
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.