The Association for association professionals in Chicagoland

Summary: The Membership Assistant/Coordinator (title dependent on experience of candidate) supports the daily functions of the membership department, assists with member inquiries, prepares reports, and contributes to recruitment and engagement activities. The ideal candidate will be detail-oriented, organized, self-motivated, and comfortable working in a collaborative, yet remote environment.

Duties and Responsibilities

Membership Operations

• Serve as a first-line point of contact for member inquiries via email and phone; respond promptly and professionally to questions about membership, renewals, and benefits.
• Process new memberships and renewals within the association management system.
• Update and maintain member records, ensuring accuracy in contact details, institutional affiliations, and Division/Interest Group memberships.
• Generate and send invoices, receipts, and renewal reminders as needed.
• Assist with the execution of membership recruitment and retention campaigns.
• Pull membership data for reports, dashboards, and analytics requests under the direction of the Associate Executive Director or Associate Manager of Membership.
• Identify and flag duplicate records or data discrepancies; perform basic data cleanup as needed.
• Assist in preparing membership announcements, newsletters, and engagement emails in coordination with the membership team.

Conference and Events Support

• Assist with Annual Conference registration processes, including responding to inquiries, processing registrations, and issuing receipts or confirmations.
• Track and manage complimentary and waived registrations in coordination with the membership team.
• Support the recruitment and scheduling of student volunteers, helping prepare orientation materials or communications as needed.
• Provide administrative and logistical support to ICA staff during the Annual Conference (onsite participation optional).
• Assist with the preparation of attendee reports and registration data summaries.

Administrative and Executive Support

• Provide administrative assistance to the Associate Executive Director, Executive Director, and the membership team, including scheduling, meeting logistics, and note-taking.
• Assist in preparing materials, reports, or data analyses for Executive Committee or Board reports related to membership metrics.
• Support internal projects related to operations, strategic initiatives, or cross-departmental collaboration.
• Perform other duties as assigned by the Associate Executive Director or Executive Director.

Travel (Optional)

• Optional opportunity to assist onsite during the Annual ICA Conference (international travel, typically up to 8 days, once per year).
• Optional opportunities to assist with regional conferences or represent ICA at affiliate association events.

Qualifications

• 1-2 years combination of education and experience.
• Strong written and verbal communication skills.
• Excellent customer service orientation with a professional and friendly demeanor.
• Demonstrated organizational skills and attention to detail.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office (Excel, Outlook, Word, PowerPoint).
• Ability to learn new systems and software quickly.
• Dependable, self-motivated, and capable of working effectively in a remote setting.

Preferred

• Experience with association management systems (YourMembership preferred).
• Experience with community engagement platforms (Higher Logic preferred).
• Familiarity with website content management systems (CMS).
• Prior nonprofit, academic, or association experience.