Association Coordinator

About NYB, LLC:
NYB is a small, full-service association management company based in Virginia, currently operating remotely. We specialize in helping small nonprofits do more with less by offering shared services that provide cost-effective access to administrative support, financial management, board facilitation, communications, member services, and event planning.

Through our shared services model, NYB serves as the staff and infrastructure behind mission-driven organizations. Our team partners closely with volunteer leaders to advance each organization’s goals, manage day-to-day operations, engage members, execute events, and support long-term strategy. We provide consistent, professional management so boards can focus on governance and vision.

We pride ourselves on delivering high-quality customer service that fosters connection and belonging - making members feel respected, valued, and at home within their organization. As the face of our client associations, NYB ensures every interaction leaves a strong, positive impression. We help members feel proud of their affiliation and confident that their dues are delivering real value.

NYB is an equal opportunity employer.

Position Overview:
NYB is seeking a proactive, detail-oriented Association Coordinator to join our growing team. This role is ideal for someone who excels at balancing day-to-day administrative responsibilities with independently managing projects to completion. The Association Coordinator will support multiple nonprofit clients, working closely with our team and volunteer leaders to deliver high-quality member experiences, events, and services.

The ideal candidate is highly organized, tech-savvy, customer-service driven, and comfortable managing competing priorities in a fast-paced environment.

Key Responsibilities:

Administrative & Member Support

• Provide day-to-day support to association members and volunteer leaders, including database management, responding to inquiries, and maintaining accurate records using association management software (AMS).
• Support meeting scheduling, logistics, and preparation for virtual and in-person meetings (board, committee, and membership).
• Draft, edit, and proofread professional correspondence, reports, and presentations.
• Monitor and manage client-specific email accounts and phone lines with professionalism and efficiency.

Project Coordination

• Lead assigned projects from start to finish, coordinating timelines, communicating with stakeholders, tracking progress, and ensuring timely delivery of all tasks and materials.
• Collaborate with the NYB team to identify opportunities for process improvements and implement solutions that benefit clients.

Event & Professional Development Support

• Support the planning and execution of professional development activities such as conferences, workshops, and webinars.
• Manage event logistics, including venue and vendor coordination, ordering materials and catering, handling registration, creating attendee lists, and assembling supplies.
• Provide on-site and virtual event support as needed to ensure smooth execution.

Financial & Operations Support

• Assist with financial tasks such as reconciling invoices, processing payments, and tracking expenses.
• Provide backup support in QuickBooks and assist in compiling financial reports.
• Help maintain internal records and support general office administration functions.

Qualifications:

• Prior experience providing administrative or association support, with strong organizational skills and the ability to manage multiple priorities and projects simultaneously.
• Demonstrated ability to coordinate schedules, meetings, and detailed processes with accuracy and follow-through.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with QuickBooks and Canva is a plus.
• Familiarity with association management systems (AMS) or CRM platforms; experience with mail merges and membership databases preferred.
• Comfortable using Google Workspace (Gmail, Google Docs, Google Sheets) and Zoom or similar virtual meeting platforms.
• High level of accuracy in data entry and document management, with strong attention to detail and proofreading skills.
• Excellent written and verbal communication skills, with a customer service mindset and professional demeanor.
• Experience supporting events or professional development programs, including handling logistics, registration, and on-site coordination.
• Ability to work independently in a remote environment, while collaborating effectively with team members and volunteer leaders.
• Familiarity with nonprofit or association operations is a plus.
• Willingness and ability to lift and move boxes (up to 50 lbs) as needed for conference and event setup.

Job Type: Full-time

Pay: $38,000.00 - $43,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Application Question(s):

• This role requires managing multiple projects and supporting professional development events (e.g., scheduling, registration, materials, and catering). Can you provide an example of a time you successfully coordinated a project or event from start to finish? What tools did you use, and what was the outcome?
• Have you previously worked with a nonprofit organization, membership association or in an association management setting? If so, briefly describe your role and the types of tasks you supported. If not, that’s okay - just tell us what interests you about working in this space and why you would be a good fit.

Willingness to travel:

• 25% (Preferred)

Work Location: Remote