Association Manager

Paragon Events, based in Boca Raton, Florida, is a dynamic firm specializing in meetings, association management, and marketing. Operating nationally and globally, we cater to diverse sectors from corporate to non-profit, driven by CEO Renee Radabaugh’s 35+ years of experience. Our passionate team delivers accurate and efficient solutions to help our clients achieve their goals. As we continue to expand our reach and influence, we are seeking motivated individuals to join our team. 

At Paragon Events we believe in the power of diversity and inclusion to drive innovation and success. We encourage individuals from all backgrounds to apply. We look forward to hearing from you! 

As an Association Manager, you will play a crucial role in supporting the operations and strategic objectives of the association. Your responsibilities include overseeing administrative processes, enhancing member services, coordinating meetings and events, and supporting the executive team. Your attention to detail, organizational skills, and ability to multitask will contribute to the smooth functioning of the association and the delivery of quality services to members.

Responsibilities:

Leadership and Governance Support

• Contribute to the development and execution of strategic objectives in collaboration with leadership and Boards of Directors.
• Ensure bylaws, policies, and SOPs are current and followed by all stakeholders.
• Identify procedural gaps and collaborate with senior leadership on continuous improvement.
• Support Boards and committees through report preparation, strategic recommendations, and meeting recaps.
• Facilitate effective governance practices and ensure timely follow-up on action items.

Program and Project Management

• Lead membership, events, communications, and compliance initiatives.
• Develop and maintain project plans and timelines to ensure timely execution.
• Monitor program performance, track key metrics, and recommend process improvements.
• Coordinate cross-functional teams and resources to ensure alignment with organizational goals.

Team Supervision and Collaboration

• Supervise and mentor staff and volunteers, providing guidance and oversight on a project or task basis.
• Coordinate internal and external meetings, including managing agendas, meeting materials/board packets, and preparing meeting minutes.
• Foster a collaborative and results-driven team culture

Administrative and Operational Oversight

• Maintain oversight of compliance deadlines, board initiatives, and project deliverables.
• Respond promptly and professionally to member and vendor inquiries.
• Research and implement operational improvements and best practices.
• Ensure the accuracy and timeliness of documentation, records, and reporting.

Finance and Budgeting

• Collaborate with accounting on budget development, financial reporting, and expense management.
• Process payments for membership dues, event registrations, and vendor invoices.
• Reconcile financial reports and ensure income and expense accuracy.

Membership Management

• Develop and execute membership recruitment, retention, and engagement strategies.
• Oversee membership database management, renewals, new enrollments, and onboarding.
• Lead member outreach and customer service initiatives, building strong member relationships.
• Provide membership performance reports and insights to leadership and Boards.
• Manage member benefit programs and collaborate with marketing for promotions.

Technology & Systems

• Utilize association management systems (AMS), email marketing platforms, project management tools, and file-sharing systems.
• Maintain data integrity and optimize technology use for operational efficiency.

Marketing and Communications

• Partner with the marketing team to develop and distribute newsletters, membership communications, and social media content.
• Oversee website updates to ensure accuracy and relevancy.
• Produce and procure promotional materials, brochures, and welcome kits.

Event Planning and Management

• Plan and execute virtual and in-person meetings and events, managing logistics such as venue selection, registration, materials preparation, and vendor coordination.
• Oversee on-site operations, including registration, attendee support, and issue resolution.
• Collaborate with the Events Department on larger conferences and programs.
• Conduct post-event evaluations and reporting.

Competencies:

• Proficiency with Microsoft Office Suite (Excel, Word, etc.), FileMaker, Outlook, and Smartsheets.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and a commitment to accuracy.
• Ability to work independently and collaboratively.
• Adaptability and flexibility to handle shifting priorities and deadlines.
• Professionalism and discretion when handling confidential information.
• Familiarity with association management software (AMS) such as NOVI is a plus.

Supervisory Responsibilities: May supervise administrative or support staff as needed.

Work Environment: The work environment is typically office-based, with occasional meetings and events requiring travel

Physical Demands: Regularly required to talk or hear. Sedentary role in the office with some filing required (lifting up to 25 lbs.). While traveling or onsite, must be able to:

• Sit for multiple hours (during air travel).
• Lift up to 40-60 lbs. for personal and event team luggage.
• Work 10-15 hour days, including early mornings and late nights. Walk up to 5-6 miles per day.
• Ascend and descend stairs.
• Stand in one area for long periods with periodic breaks.
• Carry boxes up to 20 lbs.
• Bend or kneel to unpack/pack materials.
• Perform repetitive arm movements/bending.

Position Type and Expected Hours of Work: This is a full-time position averaging 40 hours per week. The expected hours of work may vary depending on event schedules and deadlines, including evenings and weekends as needed.

Travel: Travel to attend meetings, conferences, and events may be required, typically not exceeding 30% of the time.

Required Education and Experience:

• Bachelor’s degree in Business Administration, Association Management, or a related field preferred.
• 3-5+ years of association management, membership, or event management experience.
• Experience supporting Boards of Directors and membership-based organizations.
• Proficiency with AMS, event registration systems, and communications platforms.
• CMP, CAE, or similar certifications are a plus

Benefits: 

• Competitive salary  
• Comprehensive health benefits package 
• 401(k) plan with company match 
• Opportunities for professional development  
• Collaborative and inclusive company culture 
• Position is eligible for hybrid work after successful completion of 120 days  

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