Trade Association Coordinator

2 weeks ago

Madison, Wisconsin, United States Klaetsch Public Affairs Strategies, LLC Full time


A dynamic firm specializing in government relations, grassroots advocacy, and trade association management is on the lookout for enthusiastic, organized, and detail-oriented individuals with exceptional communication and technological skills. The role involves comprehensive management of trade associations with memberships ranging from 45 to 200 members.

The successful candidate will be adept at planning, executing, and engaging with multiple association members in a professional manner during conferences, conventions, board meetings, and special events.

Proficiency in membership services, communications, and annual renewals is essential. Experience in website management, crafting and distributing membership communications and emails, and managing association finances using QuickBooks and membership software (such as Wild Apricot and Mailchimp) is highly desirable.

The ideal candidate will also be proactive in developing innovative strategies to retain and recruit new members for the associations.

This position entails limited travel within the state and offers a chance to join a small, vibrant firm that values fresh ideas and supports professional development.


Typical Schedule:
Full-time; 40 hours/week; Monday to Friday in-office, with occasional adjustments based on client needs.

Key Responsibilities Include:
Association Management: Oversee various trade associations.

Event Planning and Management:

Organize, manage, and support events, including providing sponsor and attendee mailing lists, managing invitations, processing payments, and tracking donations. Responsibilities also include handling speaker arrangements, logistics, program agendas, and ensuring the website effectively promotes and supports event registration.

Be present during events to facilitate registration and address any needs that arise.


Financial Management:

Maintain financial records for each association using QuickBooks and Wild Apricot. Responsibilities include processing payables and receivables, preparing monthly financial reports, reconciling bank statements, and preparing annual budgets.

Conduct follow-ups with members regarding open invoices and maintain detailed budgets, especially during event planning.


Membership Database Management:

Utilize Wild Apricot for managing associations, including event registration, tracking renewals, and processing transactions. Oversee membership directories and utilize Mailchimp for newsletters.


Board Meeting Support:

Provide administrative assistance for Board of Directors' meetings, including preparing materials, setting up technical needs for virtual participation, and taking meeting minutes.


Communication Duties:

Handle daily inquiries via phone and email, manage mail processing, and maintain website updates. Responsible for promoting events and communicating with members regarding sponsorship and registration.

Design and distribute quarterly newsletters to clients.


Daily Operations:

Address daily needs of association clients, including inquiries and database maintenance.


Website Management:

Update and manage website content, ensuring it reflects current industry news.


Membership Renewals:

Manage membership dues renewals, including sending invoices and follow-up communications.


Political Action Committee Oversight:

As treasurer, manage the political action committee account, ensuring timely processing of contributions and accurate reporting to regulatory agencies.


Client Support:

Assist with government relations and grassroots clients, attending committee hearings and drafting relevant documents as needed.


Office Management:

Maintain office supplies and equipment, troubleshoot technical issues, and provide daily support for company and client inquiries.


Preferred candidates will possess an associate degree in meeting planning or a bachelor's degree in a related field, along with 3 to 5 years of relevant experience. Proficiency with QuickBooks is preferred.

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