Position Overview

The Association Coordinator is responsible for providing event and administrative support for the Virginia Water Environment Association (VWEA).

VWEA is a small staff organization, so from time to time, the Association Coordinator will be required to assist with duties outside of this job description.

Essential Duties & Responsibilities

Conferences, Meetings and Other Events

• Participate in the planning and delivery of conferences, workshops, and other events as assigned. Many of the events occur concurrently, requiring multi-tasking and understanding of competing priorities.
• Provide management and support for in-person and virtual events as assigned (i.e., registration setup, scheduling, continuing education documentation, event surveys).
• Attend events, assisting with registration and onsite logistics as assigned.
• Respond to member questions as needed.
• Collaborate with VWEA volunteers, staff, and contractors to support marketing and communications of educational programming (e.g., design/review email blasts and online and print programs).
• Manage communications to promote programs and events (e.g., email announcements, social media, mobile apps, website).
• Deploy surveys and compile results.
• Field questions and provide registration data to VWEA volunteers and staff as needed.
• Other duties as assigned.

Administrative and Operational Support

• Serve as a customer service representative by responding to and directing incoming inquiries to staff and VWEA Committee leadership as needed.
• Assist in maintaining accurate records and data in Association Management Software.
• Arrange and coordinate various general administrative activities as directed by VWEA Executive Director and Board of Directors (i.e., set up virtual meetings, send meeting polls, create calendar invitations).
• Provide support to VWEA Committees as assigned.
• Attend VWEA meetings and compose minutes.
• Assist in the reviewing and editing of quarterly magazine.
• Other duties as assigned.

Awards & Recognition Programs

Assist with management of online award and scholarship submission processes.

• Assist with recruitment and support of judges for awards, recognitions, and scholarships.
• Communicate with all scholarship/award recipients and provide support for the onsite presentation of awards.
• Assist with the coordination and ordering of all awards.
• Assist with updating presentations and materials needed for award presentations.

Education & Experience

• High school degree with 4 years of prior experience in event services/admin role with an association or similar nonprofit organization.
• Associate or bachelor’s degree preferred.
• Proficiency with Microsoft Office, web-based tools, technology, and business software. Willingness to learn and gain proficiency in association management software, webinar platforms, learning management systems, and mobile apps (i.e., Adobe Systems, Zoom, SurveyMonkey, Your Membership, Pheedloop, Basecamp,  Fonteva, etc.).
• Outstanding verbal and written communication, organizational and time management skills.
• Experience in working in a virtual/remote environment.

Knowledge, Skills & Abilities

• Ability to manage and maintain a fully functioning professional home office.
• Ability to work in a fast-paced, evolving, virtual environment.
• Professional demeanor and ability to work on a high-performing team.
• Ability to continuously demonstrate exceptional verbal, written, listening, and people skills.
• Ability to work as part of a team and independently; a self-starter, collaborative, and willing to raise a hand.
• Ability to meet deadlines of assigned deliverables.

Travel Requirements

• Occasional travel is necessary, approximately 10-15%.

Schedule

• Monday to Friday, during normal business hours (typical)
• Weekends (occasionally – a few times a year)

Must reside in Virginia