Managing Matters - an Association Headquarters company is seeking to build a pipeline of Membership & Meeting Coordinators in the Toronto, ON area due to our growing business needs.

A Membership/Meeting Coordinator performs a variety of tasks to provide administrative and operational support within a team. The Membership/Meeting Coordinator is responsible for supporting the organizations membership and programs, as well as events/conferences and providing administrative support to the Account Executive and meeting level management.

Meeting Coordinator Responsibilities:

Pre-Meeting Planning

- Logistics coordination: Assist Meeting Manager with securing venues, negotiating hotel/vendor contracts, managing room blocks, catering, AV needs, and signage
- Registration systems: setting up online registration, managing attendee data, processing payments, and handling confirmations
- Committee/board support: scheduling and staffing planning committee calls, preparing agendas and minutes, and following up on action items
- Speaker/exhibitor management: coordinating invitations, contracts, travel arrangements, and materials for speakers, sponsors, or exhibitors
- Marketing coordination: working with communications staff to promote the event through email campaigns, website updates, and social media
- Social Media experience including content creation, community management, platform knowledge, analytics & tracking

During the Meeting

- In office management: overseeing setup, badge/registration desks, signage, and troubleshooting logistics in real time
- Attendee experience: managing check-in, session flow, and addressing attendee questions or issues
- Vendor liaison: serving as the point of contact for hotel staff, AV crews, caterers, and other vendor

Post-Meeting Follow-Up

- Reporting: compiling attendance data, financial reconciliation, and post-event surveys for the client's leadership
- Evaluation: gathering feedback to improve future meetings
- Contract closeout: finalizing invoices and vendor payments

Membership Coordinator Responsibilities:

Membership Recruitment

- Prospect outreach: identifying and contacting potential members through campaigns, referrals, or industry lists
- Marketing support: working with communications staff on recruitment materials, email campaigns, and website content promoting membership benefits
- Conference/event tie-ins: using meetings, trade shows, or webinars as recruitment touchpoints
- Application processing: reviewing and processing new member applications, verifying eligibility criteria (if applicable), and onboarding new members

Membership Retention

- Renewal management: sending renewal notices, tracking response rates, and following up on lapsed or at-risk members
- Member engagement:



coordinating welcome communications, orientation materials, and touchpoints throughout the membership lifecycle
- Benefits administration: ensuring members understand and can access their benefits (publications, discounts, certifications, networking opportunities, etc.)
- Retention analysis: tracking attrition trends and working with leadership to identify why members leave

Database & Records Management

- AMS/CRM maintenance: keeping the association management system accurate and up to date (contact info, membership status, dues history, engagement records)
- Dues processing: managing invoicing, payment processing, and reconciliation of membership dues
- Reporting: generating membership statistics (growth, retention rate, demographics) for the client's board or committees
- Data integrity: deduplicating records, merging accounts, and troubleshooting database issues

Member Services & Support

- Customer service: serving as a first point of contact for member questions, complaints, or requests (often via a shared AMC call center or help desk)
- Committee support: staffing membership committees, preparing reports, and helping implement strategic initiatives
- Special programs: administering student/retiree/group memberships, chapters, or tiered membership structures

Education:

- Bachelor's degree required or a minimum of three years related industry experience
- CAE preferred

What we offer - Employee Company Perks

- Remote Environment
- Benefits, Lieu Time
- Paid Time Off (PTO) accrual and Paid holidays *per ESA guidelines
- Team collaboration through volunteer committees and mentoring opportunities
- Training and Development opportunities

What sets us apart

- AH & MM have joined together since 2025 to represent associations in North America, one the first of it's kind in the industry
- AH - Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
- AH - Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America
- MM - Named Great Place to Work Canada, Best Workplaces Managed by Women & one of Canada's Top growing companies!

Who is AH?

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries,



and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

Our Diversity, Equity, & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

Who is MM?

Managing Matters was created from a desire to improve the way associations function, and after 20 years, we have grown into one of the leading AMCs in Canada. With a focus on long-term strategy and growth for our clients, we work with associations and organizations to implement deep-rooted and successful strategies that address your pain-points and help your organization thrive. Since our inception, we have had the benefit of working with multiple associations across a variety of industries, allowing us to bring tested best practices forward for the benefit of our clients.

Our team is the heart of what we do, and with various team members specializing in all aspects of association management, our knowledge-base and expertise runs deep. We take an individual approach to our clients, ensuring each client has the right team in place to support the varying needs of the organization. With this individual approach, our on-boardings are in-depth, our planning is based on strategy and input provided by experts, and our goal is to champion your organization each and every day.

For more information, visit managingmatters.com or associationheadquarters.com, connect with AH on Facebook on YouTube and follow on Twitter.

Pay: $48,500.00-$50,000.00 per year

Benefits

- Company events
- Extended health care
- Paid time off
- Wellness program
- Work from home

Work Location: In person

📌 Meeting and Membership Coordinator (Toronto)
🏢 Managing Matters
📍 Toronto