Operations and Program Coordinator (Trade Association)

The Choice is seeking an immediate Operations and Program Coordinator for our client- an international trade association. This role will provide essential administrative and cross-functional support to senior teams members across membership, events, advocacy, education, communications, and executive operations, contributing to the organization's mission to support compliance, education, and advocacy in the trade community.

This is an immediate need. We are looking for someone who can start right away and potentially travel to their conference in late August. The role is likely to be a long-term contract, however they hope to convert the position to a permanent role in the future.

The ideal candidate will have:

• Previous experience working within an association and/or membership organization highly preferred. Familiarity with trade, customs, or foreign trade zones is a big plus but not required
• At least two years of professional experience
• Strong organizational and communication skills
• Proficiency with Microsoft Office and virtual meeting tools
• DMV area-based. This role is primarily remote, however we are seeking candidates who can occasionally go into the DC office.

Job Duties will include:

General Administrative Support:

• Provide day-to-day administrative assistance to departmental directors, ensuring efficient communication and workflow across teams.
• Schedule and coordinate meetings, webinars, and conference calls.
• Assist in preparing internal reports, presentations, minutes, and correspondence.
• Maintain accurate records and filing systems (primarily digital), including document templates and shared resources.
• Track deadlines and deliverables across departments to ensure timely completion.

Membership Services Support:

• Assist with processing new member applications, renewals, creation of manual invoices, and membership data updates in the association’s AMS system (GrowthZone).
• Support member engagement by coordinating outreach efforts, compiling feedback, and tracking participation.
• Respond to member inquiries and direct them to appropriate staff as needed.
• Assist in the further development of the Association’s contact database, including the establishment of new profile data and the related efforts to collect them.
• Follow-up with members, one on one, to fully populate their FTZ info (all operations, addresses, operation type, etc.), other association memberships, etc.

Events Support:

• Assist in planning and logistics for in-person and virtual events, including conferences, regional meetings, and webinars.
• Coordinate registration processes, prepare event materials, and support on-site or online execution including AV and event app support.
• Maintain event documentation and assist in post-event reporting and evaluations.
• Digitization of event files
• Committee support

Advocacy Support:

• Assist with scheduling meetings with policymakers, coalition partners, member committees and working groups, and regulatory agencies.
• Help prepare briefing materials, policy summaries, and advocacy communications.
• Maintain databases related to government outreach and issue tracking.

Certification and Education Support:

• Assist in the coordination of educational offerings such as training programs, certification courses, and webinars.
• Ensure proper credits for qualified events are accounted for in the associations tracking module
• Ensure reports and websites reflect accurate holder information
• Send emails and other reminders to expiring holders
• Create, distribute and follow up with credential invoices as necessary
• Monitor incoming payments and update profiles accordingly
• Help compile participant feedback and support updates to program content and schedules.

Communications Support:

• Support the development and distribution of newsletters, announcements, and marketing materials.
• Assist in managing the association’s website and social media platforms by posting updates and maintaining calendars.
• Assist with website maintenance and updates, coordinate content reviews and make associated updates.
• Create and send emails (content written and vetted, put in a standard template and arrange the distribution)
• Coordinate internal and external communication workflows between staff, members, and partners.

Finance / Accounting Support:

• Post daily incoming external payments to appropriate accounts in the association’s AMS
• Coordinate and assist in gathering financial information, reports, and lists for monthly financial reports and annual audit.

Executive Support:

• Assist with scheduling and organizing travel and meetings
• Create and develop visual presentations for the President
• Assist President with board meeting preparation and follow up
• Work independently and within a team on special and ongoing projects.
• All other office duties as assigned