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Membership and Events Coordinator

Membership and Events Coordinator 
Supervisor:  Membership Manager
Status: Full time, Exempt    
Level: Professional
Location: Brattleboro, VT 

Position Summary:  The Organic Trade Association is seeking a coordinator to support all aspects of our programming, with an emphasis on membership and special events. The coordinator will carry out a range of activities including membership processing, data management, event logistics, and marketing support. The coordinator will also serve as a primary customer service contact for our membership. The coordinator will interact with a small dynamic team with a variety of project leads. The Membership and Events Coordinator must be a highly effective team player and be comfortable working in a fluid environment with tight deadlines and competing priorities. The ability to maintain confidentiality, professionalism, and flexibility are essential.



o Supports program staff on the road. Coordinate/order/ship materials to events across the country, around the year. 
o Works with Communications Team to edit/format presentations for staff members
o Supports Natural Products Expo East, Natural Products Expo West, and Organic Week in Washington, D.C. events:
o Preparation support: coordinating/shipping materials to these events
o On-site support: setup/management/breakdown of each event
o Represent OTA/TOC at tradeshow booths: collect leads, field questions
o Backup for event registrant support and customer service
o Extensive training on Cvent (online event management system)
o Prepares pre-meeting materials such as announcements and logistics emails; meeting materials such as name badges, attendance lists, post-meeting materials such as evaluations.
o Provides website updates and content changes.


o Provides membership reports to management.
o Responds to inquiries from public and members regarding membership benefits, industry resources, etc.
o Ensures that all membership support materials are current and available for all OTA events and membership outreach activities.
o Serves as initial point of contact for membership applications
o Maintains Salesforce membership database (updates, personnel changes, etc).
o Provides support for first-year membership engagement program to increase retention rates, conducts calls to expiring members and assists with planning and implementation of member events as needed.
o Provides project management support for membership recruitment, retention, and engagement activities.
o Manages incoming company updates/changes to our business directory on Find.Organic
o Supports the Organic Fraud Prevention Solutions program
o Act as the point of contact for the NOP, certifiers, training partner(s), organic companies, competent partners and other stakeholders as needed
o Update OTA database or database personnel with the registration and confirmation points outlined in the Enrollment Process section
o Works closely with other departments and external vendors
o Performs administrative duties as assigned.

Minimum Requirements:

Experience: One to three years association experience or similar scope experience.

Education: Bachelor’s or associate’s degree in business, communications or related field is strongly preferred, will accept equivalent experience.


• Experience and advanced knowledge of MS Office including Word, Excel, Outlook, and PowerPoint.
• Experience working with SalesForce or similar CRM highly desirable
• Exceptional administrative, organizational, and project management skills.
• Must be able to work independently and efficiently, detail oriented, and have ability to manage multiple tasks concurrently.
• Demonstrated capacity for learning new technologies. Must have excellent communication, organization, problem solving, and process development skills.
• Experienced in providing superior customer service and be able to work well within a team of association professionals
• Excellent relationship management skills, including experience to calmly and professionally address difficult customer/member contacts and generate solutions to a variety and diverse set of inquiries in a manner that provides positive solutions to customers and members and improves overall customer satisfaction.
• Ability to be successful in your matrix environment with different project leads