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Association Coordinator

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Bruxelles, Région de Bruxelles, Belgique Global Jobs Temps plein

Exempla is an association development company: we provide strategic consultancy as well as event, business development, communication & administration services for global associations aiming at developing their footprint in Europe and worldwide. More about us, our clients, our values and the way we work on www.exempla.be.

To complement the team for our client ASIS International, a US-headquartered global association of security professionals, we are looking for an experienced Association Coordinator, primarily for the role of Volunteer Engagement Manager for Europe, the Middle East and North Africa (MENA), and Sub-Saharan Africa.

We offer a permanent contract under Belgian law starting early April 2025 (contrat à durée indéterminée/arbeidsovereenkomst voor onbepaalde tijd, full time 38h/week), and a great opportunity to work within a small, highly experienced team in an international environment.

The position may require occasional travel for meetings and events.

Exempla will offer a competitive remuneration package based on the applicant's experience (including cheques-repas/maaltijdscheques, cheques-eco/ecocheques, pension fund, hospitalisation insurance, phone, etc.) and a flexible work environment. While work from home is welcome, you will be expected in the office in Brussels for weekly team meetings to track progress and performance across our various client projects, review work allocations, and discuss knowledge and opportunities to further develop our team, and be available to come to the office on request.

Role Summary

The Volunteer Engagement Manager for Europe, the Middle East and North Africa (MENA), and Sub-Saharan Africa plays a key role in driving member engagement and enhancing ASIS' local and regional value across the regions. As the primary liaison for chapters in these regions, the Manager ensures volunteer leaders are supported, trained, and empowered to effectively lead their chapters, engage members, and promote ASIS's mission. In coordination with the VP of Member Engagement at ASIS HQ and the Exempla team, this position will work closely with ASIS's regional boards in Europe and Sub-Saharan Africa, as well as regional leadership in MENA, to coordinate administrative tasks, track progress, and deliver regular reports.

This role is responsible for developing and delivering member value by ensuring that chapter volunteers in these regions are well-trained, understand available resources, and are empowered through a close partnership with ASIS HQ. The Manager will drive grassroots membership recruitment and retention efforts in these regions, track progress, and report on chapter activities. Additionally, the position will facilitate the identification and promotion of best practices, coordinating ongoing training and communication to ensure regions and chapters are continuously improving. The Manager will maintain regular progress reports and assess the health of the local value proposition as well as individual chapters.

The role also includes coordinating key aspects of ASIS' Subject Area Communities, collaborating with the ASIS HQ Director of Volunteer Engagement to strengthen not only the program, but relationships between community and chapter leadership, fostering new opportunities for volunteer collaboration and member engagement. The Manager will provide administrative support as well as monthly tracking reports.

The exact responsibilities will be tailored according to the successful candidate's skills and experience and the Exempla team's resource planning at the time of onboarding.

Essential Duties and Responsibilities

Chapter Liaison and Regional Support:

  • Serve as the primary liaison for ASIS chapters and regional leadership in Europe, MENA, and Sub-Saharan Africa, providing ongoing guidance, support, and resources designed to strengthen relationships, enhance engagement, and drive success at the local level;
  • Collaborate with the ASIS VP of Member Engagement to support the regional boards and leadership, including facilitating its committee work, including the nominating committees, while ensuring alignment with broader ASIS strategies;
  • Coordinate schedules, communications, resource sharing, and reporting for regional boards and committees, ensuring seamless operations and transparent communication;
  • Assist in implementing board initiatives, managing grassroots outreach efforts and ensuring successful execution of strategies across regions;
  • Track and evaluate chapter activity, assessing program success using performance metrics and identifying areas for improvement. Recommend adjustments based on data-driven insights to optimize outcomes and strengthen chapter engagement;
  • Conduct regular engagement with regions and chapters, gathering feedback through surveys and outreach to identify challenges and uncover new opportunities. Use insights to refine the strategic direction of region and chapter programs and improve volunteer support;
  • Provide concierge-level support to chapters across regions, ensuring they have the tools, resources, and guidance needed for success. Build strong, trust-based relationships between ASIS International and its volunteer leaders, ensuring chapters feel empowered and supported to thrive;
  • Invest time and resources to support struggling chapters, conducting needs assessments and recommending appropriate next steps to improve performance and engagement.

Subject Area Community Volunteer Engagement:

  • Work with the ASIS Director of Volunteer Engagement to support Community Steering Committee initiatives, track progress, and build strong, trust-based relationships with SC leadership;
  • Design and implement impactful training sessions as requested by the Director of Volunteer Engagement;
  • Contribute to the development and upkeep of essential Steering Committee volunteer resources, including the Steering Committee Operations Manual, ensuring materials are current and accessible to volunteers;
  • Serve as staff liaison to assigned community(s) ensuring community and volunteers are supported, while regularly sharing insights with the Volunteer Engagement team for continuous improvement.

Data Tracking and Reporting:

  • Develop and maintain chapter activity reports for regional boards and leadership, summarizing key performance indicators (KPIs), membership metrics, and chapter-specific initiatives. Work with the ASIS Volunteer Engagement team to gauge the health and effectiveness of regional and chapter efforts;
  • Assist with the Annual Chapter Program Assessment, which is developed using data collected in the annual chapter questionnaires and volunteer feedback. Use the assessment to identify opportunities for improvement and share actionable recommendations with ASIS Volunteer Engagement team;
  • Coordinate outreach and track community annual business plans, presidential appointments, call for volunteers' steps, and signature of Volunteer Service Agreements.
Role for other Exempla projects

The senior coordinator may also support the Exempla team in the administration and project management for other association clients. The exact definition of the role is to be finalized closer to the onboarding time and will evolve according to client needs.

Profile Requested
  • Professional English proficiency (daily working language) is essential. A second European language (especially French/Spanish/German) is an advantage, additional language capabilities are a bonus;
  • Bachelor's degree or a combination of education and experience which demonstrates the necessary skills and abilities for the position;
  • Experience working in an international environment, especially with US-based organisations;
  • 5+ years of progressive international association and membership or chapter relations experience. Specific experience managing working within and/or managing a Chapter relations operation is a plus (e.g. involvement in the development of resources, toolkits and training materials for region/chapter leaders, experience serving as liaison to internal and external groups);
  • Developed interpersonal skills: Ability to communicate and listen well, to interact at all levels of the organisation and to provide high-level customer service. Strong team/relationship building;
  • Problem solving and facilitation, with excellent critical thinking and analytical skills;
  • Presentation, public speaking, group facilitation, strategic planning and leadership experience is a plus;
  • Technical:
    • Significant knowledge and experience using CRM or comparable association management systems;
    • Competent working knowledge of Microsoft office products including Word, Excel, Outlook, and PowerPoint. Experience with NetForum is a plus;
    • Skills in developing and administering online presentations/training.
Application instructions

Cover email should add a sentence mentioning explicitly that the candidate consents to their data (all information provided on CV and cover letter) being shared with the ASIS HQ team located in Alexandria, VA, USA.

Short-listed candidates will be contacted as of 25 February 2025.

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