Job Summary – The Association Operations & Sales Coordinator supports the day-to-day operations of CMA-managed association clients while also assisting with advertising, exhibitor, sponsorship and other non-dues revenue initiatives. This position combines administrative coordination, database management, member and client communications, event support, sales outreach and fulfillment.

The ideal candidate is highly organized, professional and comfortable managing detailed administrative work while communicating with members, clients, advertisers, exhibitors, sponsors and prospects. This role is well suited for someone with professional administrative, client service, database, communications, event or sales support experience who is interested in developing broader association management and business development experience. Previous association experience is not required.

Core Values:

• Passion
• Enthusiasm
• Collaboration
• Candor
• Solutions Oriented
• Accountability
• Purpose

Major Responsibility Areas (MRAs)

Association Operations & Client Support

• Support assigned association client teams with daily administrative, membership, communications, event and project coordination needs.
• Maintain association databases and member records, including data entry, updates, reporting and overall data accuracy.
• Respond professionally and promptly to member, prospect, advertiser, exhibitor and sponsor inquiries received by email and phone.
• Manage membership administrative processes, including applications, renewals, payments, member records and related communications.
• Coordinate administrative and marketing deliverables, including member communications, newsletters, surveys, directories, welcome materials, website updates and other client materials.
• Prepare reports, meeting materials and other documentation for internal teams, committees and boards.
• Coordinate board and committee meeting logistics and take and prepare meeting minutes as assigned.
• Work closely with accounting to process and track dues, sponsorships, exhibitor and advertising payments, accounts receivable and other financial records.
• Maintain appropriate confidentiality and follow CMA and client procedures related to financial, member and client information.
• Manage multiple client assignments, deadlines and priorities while maintaining accurate records and consistent follow-through.

Events, Exhibitors & Sponsorships

• Support association conferences, meetings and events, including registration, attendee communications, exhibitor and sponsor coordination, meeting materials and on-site support.
• Assist with exhibitor and sponsor programs, including booth inventory, commitments, deadlines, logos, advertisements, listings, registrations, digital assets and fulfillment requirements.
• Coordinate virtual meetings and events, including platform setup, registration records, meeting notices and participant communications.
• Communicate with exhibitors and sponsors regarding deadlines, deliverables, benefits and event logistics.
• Assist with post-event follow-up, fulfillment tracking, renewals and identification of future opportunities.
• Provide on-site event support as needed, which may include occasional travel, evenings and weekends.

Advertising, Exhibitor & Sponsorship Sales Support

• Support the sale and renewal of advertising, digital media, publication placements, exhibitor booths, sponsorship opportunities and related association marketing packages.
• Conduct outreach to existing advertisers, exhibitors, sponsors, members, vendors and prospective partners to support renewals and generate new opportunities.
• Maintain prospect lists and assist in building and managing sales pipelines using association databases, CRM systems and other tracking tools.
• Conduct research to identify prospective advertisers, exhibitors, sponsors and industry partners based on client audiences, membership, events and publications.
• Support the preparation and distribution of media kits, exhibitor packages, sponsorship opportunities, proposals, presentations, contracts and renewal communications.
• Track outreach activity, commitments, open opportunities, renewals, revenue, invoicing needs and fulfillment details.
• Coordinate advertising and publication logistics, including reservations, artwork deadlines, specifications, advertiser communications and production handoffs.
• Assist with sponsor and advertiser deliverables across websites, e-blasts, newsletters, social media, digital advertising, publications and events.
• Build and maintain positive relationships with advertisers, exhibitors, sponsors, members, vendors and prospects through responsive communication and strong follow-through.
• Collaborate with Client Directors, association teams, marketing, creative, events and finance to ensure sales commitments and client deliverables are fulfilled accurately and on time.

Required Skills

Technical

• Experience working with databases, CRM systems, customer records or similar business platforms.
• Proficiency with Microsoft Office 365, particularly Outlook, Word, Excel, PowerPoint and Teams.
• Ability to learn association management systems such as MemberClicks, YourMembership, Higher Logic and other client-specific platforms.
• Comfort working with project management, email marketing, database, reporting and digital communication tools.
• Ability to accurately track multiple projects, deadlines, contacts, payments, sales opportunities and deliverables.
• Experience with or willingness to learn advertising, sponsorship, exhibitor and event sales processes.

Interpersonal

• Excellent professional verbal and written communication skills.
• Strong proofreading skills and attention to detail.
• Exceptional organization and ability to manage multiple priorities in a fast-paced professional environment.
• Confident communicating with clients, association members, prospects, sponsors, exhibitors, vendors and internal teams.
• Proactive and dependable with strong follow-through.
• Collaborative, service-minded and solutions-oriented.
• Comfortable conducting professional outreach and following up with prospective and existing advertisers, exhibitors and sponsors.

Core Competencies

• Customer Orientation: Provides responsive, professional service to association clients, members, advertisers, exhibitors, sponsors and internal teams.
• Organization & Attention to Detail: Maintains accurate records, tracks deadlines and manages multiple simultaneous assignments.
• Communication: Keeps appropriate stakeholders informed and communicates clearly and professionally.
• Initiative: Anticipates needs, follows up consistently and takes ownership of assigned responsibilities.
• Relationship Building: Develops productive relationships with members, clients, advertisers, exhibitors, sponsors, vendors and colleagues.
• Accountability & Follow-Through: Owns assigned tasks, records, deadlines, communications and deliverables through completion.
• Sales & Growth Mindset: Identifies opportunities, supports prospecting and renewals, and communicates the value of advertising, exhibitor and sponsorship opportunities.
• Collaboration: Works effectively across association management, events, marketing, creative, finance and sales functions.

Education & Experience

• Bachelor’s degree in business, communications, marketing, or a related field preferred, or equivalent relevant professional experience.
• 2+ years of professional office experience in administration, client services, operations, project coordination, communications, events, sales support or a related professional environment.
• Experience using databases, CRM systems or other business record-management platforms strongly preferred.
• Experience supporting events, client projects, sales, sponsorships, advertising or business development is a plus.
• Association or nonprofit experience is beneficial but not required.

CMA works on a hybrid schedule, with 3 days in the office and 2 days working remotely.