We are Recruiting! – Association Coordinator

Location

ICS employees work in a predominantly remote work environment. Applicants should be located in Canada or in the UK.

The Company

A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer (PCO) and Association Management Company (AMC) in business for over 50 years that works with national and international associations, and organizations, to host conferences, events, and tradeshows, and to manage their day-to-day operations. With over 100 staff members working remotely across North America, Europe, and Asia, we are truly an international team, and we leverage the strengths that our diversity brings. In the Association Management team, with 8 members of staff, our work is very purposeful, and we are truly “connecting people to facilitate change in the world.”

Remote-First Work Environment

ICS employees work in a remote-first work environment. Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly team and all hands meetings and annual in-person get-togethers.

The Culture

ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solutions-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves in our many long-term relationships we have cultivated.

The Role

The Association Coordinator will work as part of a growing association management team, providing administrative and coordination support to key ICS association clients. This role is well suited to entry level candidates as well as experienced administrative, clerical, or secretarial professionals looking to build a career in association management.

Responsibilities

The successful candidate will:

- Coordinate board and committee meetings including scheduling, preparing materials, taking minutes and other follow-up as required.
- Support the election, recruitment and appointment process for committees and boards.
- Manage general email and phone enquiries, ensuring acceptable response times.
- Participate in weekly calls with various clients and staff teams when required.
- Maintain accurate client,



member and committee records and filings.
- Support membership renewal processes, including generating and sending correspondence and updating records.
- Assist with member retention and recruitment activities in partnership with membership committee(s).
- Coordinate basic marketing and communications, including social media posts, website updates, and email/newsletter campaigns.
- Support budget administration by reading, tracking and reconciling budgets and invoices, and liaising with the ICS finance team.
- Assist with awards programs, including marketing, and coordinating the nomination, submission and judging process.
- Help prepare regular updates and reports on association activities.
- Provide general administrative and project support to Association Managers and the wider team.

Education, Experience & Skills Required

The successful candidate will need to possess the following qualifications:

- Positive organisational skills, with the ability to manage multiple tasks, priorities and deadlines.
- Good communication skills, both written and verbal, and comfort speaking to individuals at all levels.
- A strong customer service orientation and a professional, friendly manner.
- Basic understanding of project management principles and ability to follow structured processes.
- Basic financial skills — able to read and understand budgets and invoices (ICS's finance team handles full bookkeeping and reconciliation).
- Feel at ease working across a range of computer environments, including Microsoft 365, Google Workspace, and other cloud-based systems.
- Confidence with meeting organisation and scheduling, including calendar and video conferencing tools.
- Ability to multitask, responding to the needs of multiple clients and internal stakeholders in a fast-paced environment.
- Reliable daily access to a workspace conducive to performing full-time remote work, including a high-speed internet connection. (Note: ICS will provide a laptop and a stipend to help offset office costs.).
- Fluency in both spoken and written English is essential. Additional languages are a plus.




- Ability to work both independently and as part of a global team.
- Ability to occasionally work outside of local business hours, mainly to accommodate interactions with clients and/or team members across multiple time zones.

The successful candidate will need to possess the following experience:

- This role is open to entry-level candidates as well as experienced professionals — no prior association or nonprofit experience is required.
- Administrative, clerical, secretarial, or customer service experience in any industry is welcomed.
- Experience with meeting coordination, scheduling, or minute-taking is an asset.
- Cultural sensitivity and comfort working with people from a variety of different cultures and backgrounds.
- The following experience would be helpful: Prior association, nonprofit or charity industry experience.
- Experience working as part of a fully remote team. Basic HTML, web editing, and/or video editing skills.
- Experience working with online CRM and/or marketing/mass email management platforms.
- Familiarity with Wild Apricot, Personify, or similar association management software.

You must also be familiar and have worked with the following tools:

- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Willingness to learn new software systems as required.

The Benefits of Working at ICS

- Our employees work remotely on a permanent basis.
- As an employee you are provided all hardware including company laptop, monitor, headset, mouse, keyboard, and internet-based phone.
- In addition to salary, we offer a monthly work-from-home allowance to help cover the cost of your home internet and home office expenses.
- In addition to vacation time, employees receive a paid day off on their birthday each year.
- Fun in-person employee get-togethers each year.
- ICS prides itself in providing career development opportunities.

Pay: $46,000.00-$50,000.00 per year

Benefits:

- Company events
- Dental care
- Extended health care
- Paid time off
- Vision care

Application question(s):

- Do you have flexibility to work across different time zones?
- How would you manage your time and stay productive in a remote work environment?
- What is your country of residence? Applicants should be located in Canada or the UK.
- Are you legally eligible to work in your country of residence?
- Please provide your desired salary range for the role (CAD 46,000 - CAD 50,000 for Canada or GBP 25,500 - GBP 27,000 for the UK)

Work Location: Remote

📌 Association Coordinator (Canada)
🏢 ICS International Conference Services
📍 Canada