NextGen Association Management is seeking a motivated and mission-driven Project Associate to join our team. This inaugural role offers autonomy, opportunities for professional growth, and the flexibility of a fully remote position with occasional travel. If you’re action-oriented and enjoy supporting teams working toward meaningful goals, we’d love to hear from you.

We are looking for an earnest and enthusiastic professional to join our growing team. The Project Associate will provide essential administrative and operational support to NextGen’s various clients, as well as for the NextGen staff. This role will help manage the day-to-day functions, assist in program development, and ensure efficient client support. As NextGen grows, this position will grow in scope of responsibility, including the independent management of clients. This increased scope will also come with increased compensation. If you have experience assisting member associations or non-profits, thrive working independently, and enjoy creating processes in complex systems, this remote-based job is for you!

The Project Associate job responsibilities will differ every day depending on which client(s) and staff members need support, and as noted above, this position will grow as NextGen grows. That being said, the Project Associate can be expected to support in the following areas: 

Administrative Services:

• Serve as the first contact to member inquiries, whether through phone or email, and respond to general inquiries and forwarding as necessary.
• Fulfill member requests including but not limited to pulling invoices, taking payments, updating passwords, and other requests as needed.
• Review and manage bounce back mail and email.
• Receive and distribute all organization mail and packages, assuming responsibility for both the system by which this happens and the execution of the work.
• Coordinate the archival process of client materials, including keeping accurate records of subscriptions, services, vendor agreements, and other operations. 
• Maintain inventory of NextGen and Clients’ supplies and items.
• Assist with sponsor and partnership management of NextGen clients. 
• Assist the Finance Manager with Accounts Payables and Receivables.
• Assist the President and Vice President with calendar and travel management.

Membership and Client Services:

• Ensures every aspect of the membership experience is personal, relevant, responsive, and professional, with a focus on excellence in all interactions with our members, potential members, staff, and visitors.
• Assist in the execution of all membership processes, including recruitment, new member applications, onboarding, renewal, and reinstatement of client members, paying particular attention to ensure data integrity and accuracy of membership and contact databases.
• Manage the execution of member outreach, expansion, onboarding, and engagement efforts in collaboration with key client volunteer leadership and other staff to increase membership.
• Responds to inquiries regarding registration confirmation, billing, refunds, cancellations, publications, continuing education products, etc.
• Monitors membership systems, processes, and classifications to ensure efficient and accurate data collection, tracking, and reporting.

Event and Program Support:

• Assist in the execution of conferences/workshops and other events with duties including, but not limited to:
  • Creation of initial in-person and virtual program event websites and management of the registration pages for in-person events;
  • Maintaining an inventory of supplies and technological resources necessary to each program;
  • Managing shipping and receiving for all conferences/workshops; and
  • Assisting with program management logistics (including, but not limited to, speaker mailings, contracts, reimbursements, registration lists, name badges, e-mail correspondence, volunteer management, assembly of conference/workshop materials, leadership rosters, certificates of attendance, BEOs, evaluation, etc).
• In partnership with the NextGen staff, coordinate the Continuing Education processes ensuring data integrity, document management and control, and consistent business rule application to all CE Registry records and CE Provider records in the related systems.
• Execute the administrative components of volunteer recognition and awards processes.

Additional duties as required: 

• Support NextGen staff with special projects.
• Prepare, run, and/or support board or committee meetings, including taking and distributing minutes
• Oversee operational aspects of NextGen Association Management such as organizing staff meetings, cultivating a positive workplace culture, and calendar and travel management where appropriate.
• Other tasks as assigned. 

Education and Experience:

• Minimum of High School Diploma or equivalent. 
• Minimum of three to five (3-5) years of experience with the various areas of job descriptions, with an equivalent combination of relevant experience and education/training required. Experience with associations/nonprofits or association management highly preferred. 
• Associate’s degree may be substituted for one year of experience and Bachelor’s degree may be substituted for two years of experience. 
• Must have technical proficiency with the Microsoft 365 Suite, including Word, Excel, Outlook, Forms, Google Drive, and customer databases. Intermediate to advanced Excel proficiency and experience in learning management systems and project management software is preferred.
• Experience working with a global academic society or non-profit organization and/or association is highly preferred.

Skills and Abilities:

• Exceptional interpersonal skills with the ability to build relationships inside and outside the organization with stakeholders, customers, and colleagues.
• Analytical skills, flexibility, and drive to both quickly and accurately execute multiple priorities, tasks, and complicated detailed work in an organized fashion in a fast-paced environment with changing priorities and tight timelines
• Ability to take initiative, use sound judgment, resolve problems collaboratively, diplomatically, and discreetly, and work effectively, independently, and cooperatively with all levels of staff and constituents.
• Communicate clearly and effectively, both verbally and in writing, and exhibit accountability and self-motivation, embracing new responsibilities and challenges with a positive, “can-do” attitude, even when working under pressure or tight timelines.
• A demonstrated commitment to creating an organizational culture that centers diversity and social justice.
• Ability to work effectively via videoconference and remote communication channels.
• The position may require some travel, including attending annual conferences and events, and/or board meetings and retreats.

Application Process:

All interested individuals should submit a cover letter and resume addressing your interest in the position, as well as the skills and prior experiences you would bring to NextGen. Please upload a combined PDF file, with the cover letter first and resume second, named in the following format: FirstnameLastname-Materials, i.e. OroroMunroe-Materials, to our Google Forms Link. Application review will begin immediately, with priority applications due by August 6, 2025. 

NextGen is deeply committed to an inclusive and diverse workplace. We welcome applications from individuals of all backgrounds, especially those from marginalized and disenfranchised identities. We believe diverse perspectives strengthen our team and our work.

Any questions about the position can be addressed to Nathan Victoria at nvictoria@nextgenamc.com.

About NextGen Association Management

NextGen AMC was created to provide a more personalized and relational approach to Association Management Services. Having supported multiple associations through a previous AMC, President and Owner TJ Coté founded NextGen AMC in 2020 to re-conceptualize how AMCs and their clients work together. Rather than strictly meeting a specific scope of services and stopping there, NextGen AMC strives to serve as true partners with their clients to achieve their missions and visions, which ultimately serves to better Society as a whole. Our clients are dedicated to advancing their fields, and we work with them to achieve their strategic goals. We lead with a diversity and justice mindset, and we encourage our clients to center systematic change in all that they do. We utilize all available technologies to create efficiencies and tailor best practices to the culture of each organization.

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