Association Coordinator (One Day In-office/Month)

Job Description

This nonprofit is looking for a detail-oriented and relationship-driven Association Coordinator to join its team in a role that sits at the heart of how the organization operates and engages its community. This is a behind-the-scenes position for someone who enjoys bringing order to complexity, communicates with professionalism and care, and takes pride in being the person others rely on to keep things moving. If you have meeting minutes experience in a nonprofit and find genuine satisfaction in supporting the infrastructure that allows a mission-driven organization to function at its best, this could be a wonderful next step.

Key Responsibilities:

• Coordinate across multiple groups, including Board and governance groups, ensuring meetings, materials, and communications are prepared and delivered with accuracy and care.
• Point person for all governance meeting preparation, execution, and follow-up, including but not limited to, research and meeting material drafting, editing and finalization, accurate meeting minutes, and follow-up action items.
• Act as a reliable bridge between staff and leadership, keeping information flowing clearly and consistently across all levels of the organization.
• Oversee the logistics of recruitment, onboarding, and ongoing engagement, maintaining accurate records and ensuring a smooth and welcoming experience for incoming nonprofit contacts.
• Keep governing documents, policies, and organizational records current, organized, and readily accessible to the right people at the right time.
• Support the development and distribution of communications in partnership with internal teams, ensuring messaging is timely, consistent, and aligned with organizational priorities.
• Assist with budget tracking, expense processing, and invoice management, contributing to the responsible and accurate use of departmental resources.
• Coordinate recognition efforts and appreciation initiatives for volunteer contributors across the organization.
• Proactively identify opportunities to strengthen existing processes and contribute to a more efficient and effective operational environment.

Why You'll Love Working Here:

• A collaborative team culture where dedicated professionals support one another and take pride in the work they do together.
• A hybrid-friendly work model requiring flexibility for on-site meetings monthly but local remote work otherwise.
• An outstanding benefits package including employer-paid medical coverage, retirement contributions, generous leave, professional development support, and much more.

What We're Looking For:

• Experienced in nonprofit settings. You bring at least 3-4 years of administrative experience within a nonprofit or association, along with a bachelor's degree.
• Meeting management experience. You have hands-on experience supporting governance or leadership meetings end-to-end, from preparing agendas to capturing accurate minutes and ensuring all follow-up actions are tracked and completed in a timely manner.
• A trusted communicator. You engage with a wide range of people with professionalism, warmth, and a diplomat's instinct for navigating sensitive situations.
• Highly organized. You juggle competing priorities without losing your footing, and you take follow-through seriously in everything you do.
• A systems thinker. You notice when something could work better and you take initiative to improve it collaboratively and thoughtfully.
• Comfortable with technology. You work confidently across Microsoft Office and adapt easily to new platforms and database tools.

The salary listed reflects the anticipated compensation range for this position. Actual compensation will be determined based on relevant experience, qualifications, location, business considerations, and internal equity. Final offer amounts are determined at the employer’s discretion.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.