Association/Office Manager

A downtown Madison-based government affairs, grassroots advocacy and trade association management firm is seeking qualified, energetic and organized candidates with strong communication and technology skills to assume full-time trade association management of current trade association clients with memberships ranging from 45 to 200 members. In addition, the candidate should be comfortable in the planning, execution, and interfacing with multiple association members in a professional manner during conferences, conventions, board meetings, and special events. Candidates should be proficient in membership services, communications, and annual renewals. Those interested should also have experience in website management, creating and distributing membership communications and emails, generating and managing association-based financials utilizing QuickBooks, as well as membership-based software (Wild Apricot, Mailchimp, etc.).

The ideal candidate should also have and be willing to proactively engage in unique and innovative campaigns to retain and recruit additional members to the associations.

This position does require some, but very limited travel throughout Wisconsin only.

This is an opportunity to join a small, exciting, fast-paced firm that encourages new/fresh ideas and fosters professional growth.

Typical Schedule : Full-time; 40 hours/wk; M-F in office, occasional need to adjust schedule based on clients' needs.

Primary Duties Include (but not limited to):

1. Association Management – Various Trade Associations

   Annual Conferences, Conventions & Special Events:

   Plan, manage, execute and provide support for events – provide sponsor and attendee mailing lists, manage invitation mailing, process sponsor and attendee payments, process nametag printing and distribution, track sponsor donations for follow-up, support conference volunteers during event. Handle speaker arrangements, facility logistics, program agendas, registrations tracking attendees, event financials and payments/refunds/receipts/invoices, design and/or oversee conference material printing and organization/printing nametags. Ensure website adequately details and supports conference promotion and registration. Remain present during conferences to facilitate registration and see that needs are met during the conference. Minimal travel within Wisconsin and after business hours are required.

   Accounting – Payables, Receivables, and Tax Filings:

   Maintain financials for each association through QuickBooks, Wild Apricot, and banking institution – process payables and receivables in a timely fashion; prepare monthly financial reports for executive and board of director's review; reconcile bank statements with physical deposits and electronic deposits; prepare annual financial reports for annual tax returns/1099 submissions; and prepare and propose annual budgets. Conduct frequent follow-up to members with open invoices through phone and email. Maintain budget with great detail, particularly when planning events or purchases.

   Management of Membership Database(s)

   Utilize customer relationship management (CRM) web-based program Wild Apricot to manage associations. Wild Apricot allows for event registration, researching member history, tracking renewals, setup auto-issuance of renewal notices and invoices, managing customer-facing parts of website, processing credit card transactions, and more. Manage and oversee web-based membership directories including development, production and updates. Utilize Mailchimp to send out newsletters, which includes keeping contacts list updated and creation of content.

   Board Meeting Responsibilities:

   Provide administrative support for Board of Directors' meetings – provide meeting materials (agenda, financials, and previous meeting minutes) prior to board meeting, setup technical needs for virtual participation, take meeting minutes and send to President for review, update website with approved minutes.

   Board Member/Roster Updates:

   Update Board of Directors roster as necessary, distributing to board members and updating website as needed.

   Board/Officer Nominations & Selections:

   Responsible for annual board of directors voting procedures – getting out nomination information to membership, providing nomination committee with nominee names, formatting final ballots, collecting and tracking votes, provide results to board of directors – all within guidelines of association bylaws.

   Communication Responsibilities:

   Responsible for daily needs such as telephone and email inquiries and support-researching and answering questions, daily retrieval and processing of mail, and website updates and maintenance as needed. Responsible for event promotion, sponsorship and registration communications to members and non-members. Responsible for sending communications of interest to members of the association via email or special mailings, as requested by Executive Director, officers or board members. Responsible for design, content and distribution of electronic quarterly newsletters to clients.

   Day-To-Day Responsibilities:

   Responsible for association clients' daily needs such as telephone and email inquiries and support-researching and answering member/non-member questions, mail processing, maintaining and updating databases as changes are noted.

   Website Management:

   Update, revised, add and delete content to websites, e.g. daily industry related news.

   Membership Renewals:

   Responsible for membership dues renewals – sending dues invoices, notices and making follow-up calls, updating databases, updating website database, depositing renewal checks, credit card transactions, providing updates to Executive Director and board of directors for follow-up.

   Political Action Committee Treasurer:

   Manage and oversee day-to-day political action committee account as treasurer. Process and disburse contributions in a timely fashion. Account for accurate balances and complete and submit timely and accurate reports to regulatory agencies.

   1. Client Service/Office Management: Klaetsch Public Affairs Strategies, LLC

      Client Support:

      Assist with government relations and grassroots clients as needed. Possess ability to utilize State of Wisconsin agency websites and the Legislative website. Attend committee hearings and take notes on clients' interests. Assist with drafting memos and other relevant documents for different clients as needed. Phone and email support and client response. Periodic research of issues and follow-up with clients.

      Office Management/Technical Responsibilities:

      Applicants must have experience (or related experience) with Microsoft Operating System, QuickBooks, AffiniPay, Wild Apricot, Microsoft Office, Mailchimp, Adobe Acrobat, Canva, and various web-based programs.

      Responsible for maintaining office supplies and office equipment, includes basic troubleshooting of computers, printer issues, internet access issues, or arranging technical assistance.

      Daily Communications:

      Provide daily phone and email support for general company and client inquiries; take and provide phone messages.

      For consideration, please send resume and cover letter to or the WSAE resume form no later than August 15th, 2024.

      Preferred applicants would have a minimum of - associate degree in meeting planning, bachelor's degree in a related field and 3 years of experience within the field of meeting planning or 5 years of experience within a related field. Proficiency with QuickBooks preferred.