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Program Coordinator

Position Title: Program Coordinator  
Supervisor:  VP, Communications
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 Program 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.


• Support program staff on the road. Coordinate/order/ship materials to events across the country, around the year. 
• Work with Communications Team to edit/format presentations for staff members
• Support 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)
• Prepare pre-meeting materials such as announcements and logistics emails; meeting materials such as name badges, attendance lists, post-meeting materials such as evaluations.
• Provides website updates and content changes.
• Provides membership reports to management.
• Responds to inquiries from public and members regarding membership benefits, industry resources, etc.
• Ensures that all membership support materials are current and available for all OTA events and membership outreach activities.
• Serves as initial point of contact for membership applications
• Maintains Salesforce membership database (updates, personnel changes, etc).
• Conducts calls to expiring members; coordinates New Member Orientation and assists with planning and implementation of other member events as needed.
• Works with collections department and assists as necessary with membership retention.
• Provide project management support for membership recruitment, retention, and engagement activities.
• Work closely with other departments and external vendors
• 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.

Send cover letter and resume to Tessa Young ( 


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