We're hiring!
Are you looking for a remote based role within a fast paced, exciting company who are leaders in the Conference & Association Management industry?
Podium is seeking an experienced association management professional who is passionate about supporting scientific and academic communities. This role is ideal for someone who excels at building relationships, fostering collaboration, and helping volunteer-led organizations achieve their strategic goals.
As an Association Manager, you will serve as the primary staff liaison for a portfolio of international scientific and academic societies that have entrusted Podium to act as their secretariat. Working closely with volunteer Boards of Directors, Executive Officers, committees, and various stakeholders, you will help guide governance, strategy, operations, membership engagement, and organizational growth.
This is a fully remote position for a self-motivated professional who is comfortable working independently while collaborating closely with colleagues and clients across multiple time zones.
You are a strong communicator, an attentive listener, and a trusted advisor who can navigate diverse perspectives while building consensus around shared objectives. You understand the dynamics of volunteer-led organizations and have experience supporting boards in making informed decisions that advance their mission and vision.
The successful candidate is a skilled relationship builder who thrives in a collaborative environment and is motivated by helping organizations and their members succeed. You bring sound judgment, exceptional organizational skills, and the ability to balance multiple priorities while maintaining a high level of professionalism and service.
Your time will be spent managing a portfolio of approximately three to four scientific and academic associations. This is a dynamic and rewarding role that offers significant variety, responsibility, and exposure to international clients and volunteer leaders from around the world.
The Association Manager’s main client-focused responsibilities include:
- Previous experience in managing scientific, research and/or academic societies.
- Guide overall Society management functions for their on-going success.
- Develop and maintain Board activities such as an Annual Board calendar (meeting schedule, board rotation, elections) and Board Member orientation.
- Coordinate with Board Executive on board meeting agenda development.
- Establish Board and Board Committee’s meeting calendars.
- Record and participate in Society meetings (i.e. Boards, Committees).
- Coordinate and implement Calls for Nominations and Board elections.
- Provide guidance on adherence to Society bylaws, advise on Bylaw updates as needed
- Develop and maintain Committees’ Terms of Reference.
- Participate in, and support Committee meetings and outcomes, including the coordination of special initiatives (i.e. webinars, et al).
- Guide Society strategic planning sessions to identify short and long-term goals.
- Participate with Podium Conference Managers in the development, implementation and delivery of Society budgets, communication plans and sponsorship/fundraising programs.
- Manage membership benefits and campaigns for renewals and new sign-ups.
- Assist with the management of relations with Publishers and Editors of official Journals.
- Coordinate and support the Board in Annual Member Meetings (AMM)
- Coordinate the design, production and printing of Society marketing materials.
- Attend client conferences to support Association related needs (i.e. board meetings, AMM’s) and general conference management and delivery.
- Develop and maintain strategic partnerships/relationships with key stakeholders and related Societies, etc.
- Attend client-focused events to support our clients and their initiatives (i.e. SfN, SRCD).
- Assist in the development and registration of new Societies including development of Articles of
- Incorporation and Bylaws.
- Provide input for the renewal of our client contracts.
- Contribute to a positive, collaborative team environment within Podium.
Essential Qualifications:
- Post-secondary education in not-for-profit management, business administration, communications, or a related field.
- Demonstrated experience managing not-for-profit membership organizations.
- Strong understanding of association management, including governance, board and committee support, membership services, strategic planning, and communications.
- Experience developing and managing member programs such as awards, mentorship initiatives, webinars, and other engagement programs.
- Demonstrated experience supporting volunteer leaders, including Boards of Directors and committees.
- Strong financial acumen, including budget development, forecasting, monitoring, and reporting.
- Proven ability to identify, develop, and maintain strategic partnerships and stakeholder relationships.
- Excellent verbal, written, interpersonal, and relationship-building skills.
- Exceptional organizational and project management abilities, with the capacity to manage multiple priorities and deadlines simultaneously.
- Strong problem-solving skills and the ability to adapt to changing priorities in a fast-paced environment.
- Experience using digital engagement tools, including website content management systems (WordPress), email marketing platforms, online survey tools, and social media channels.
- Advanced computer skills, including Microsoft 365 applications. Proficiency with virtual meeting and event platforms, including Zoom.
- Professional judgment, discretion, and the ability to represent Podium and its client societies with confidence and integrity.
- Collaborative team player with a strong customer-service orientation and commitment to excellence.
- Willingness and ability to travel internationally as required.
Preferred Qualifications: (Non-Essential Assets)
- Experience with Microsoft SharePoint, Microsoft Teams and Asana.
- Experience working with Conference Manager Software, Website platforms (WordPress).
- Fluency in additional languages.
- Comfortable working in a Mac and PC environment.
- Certified Association Executive (CAE) designation
Salary & Benefits:
Podium offers a competitive salary and employment benefits package including:
Paid time off, Health & Dental plans as well as a $500 taxable health & wellness benefit to be used on anything that makes you happy!
Additional:
Hours of work are Monday-Friday with flexible start/end times. Long days and weekends are a norm with this industry and are to be expected with this position, especially when on-site with conferences or when hosting board/committee meetings in various time zones around the world. Regular travel (domestic & international) is expected with this position (once meetings return to live events). Time off in lieu is provided for approved overtime.
ABOUT PODIUM: Based in Victoria, BC, Canada and in operation since 2003, Podium is an accredited Professional Conference Organizer (PCO) and active member of the International Association of Professional Conference Organizers.
HOW TO APPLY: Please send resume and cover letter to Jordan Paterson, People and Culture Manager.
CLOSING DATE: This opportunity will close when the position has been filled.
- Thank you for your interest. Please note that only those candidates under active consideration will be contacted.
Job Type: Full-time
Pay: $65,000.00-$80,000.00 per year
Benefits:
- Dental insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you have Post-secondary education in not-for-profit management, business administration, communications, or a related field?
Experience:
- Association Management: 2 years (Required)
Work Location: Remote
