Association & Client Services Coordinator

About Theresa Place Media Inc.

Theresa Place Media Inc. (TPM) is a growing association management, event management and marketing company based in Burlington, Ontario.

We work with professional associations and organizations across Canada, providing day-to-day administration, membership support, board and governance support, events, education, conferences, marketing and communications.

We're looking for an organized, dependable and proactive Association & Client Services Coordinator to join our team.

This is an ideal role for someone who enjoys variety, likes working with people and takes pride in keeping things organized and moving forward.

The Role

As an Association & Client Services Coordinator, you'll support multiple association clients and work closely with TPM's leadership and team.

No two days will look exactly the same. One day you may be preparing a board meeting package and responding to members; the next you may be coordinating speakers for an educational event, updating a membership database or helping prepare for a conference.

We're looking for someone who doesn't simply complete assigned tasks — we want someone who takes ownership, follows through and makes sure things get finished.

Association & Client Administration

• Monitor and respond to client email accounts
• Provide professional support to members, board members, sponsors and other stakeholders
• Maintain membership databases, contact lists and organizational records
• Assist with membership renewals and member communications
• Prepare meeting agendas, board packages and supporting materials
• Attend meetings and prepare accurate meeting minutes as required
• Track action items and follow up on outstanding tasks and deadlines
• Assist with website and database updates
• Maintain calendars, files and administrative records
• Support invoicing, registrations and other routine administrative processes

Events & Education

• Assist with planning educational sessions, webinars, networking events, golf tournaments and conferences
• Coordinate speakers, venues, suppliers and sponsors
• Manage event registrations and attendee communications
• Prepare event materials, signage, name badges and registration lists
• Assist with Zoom and virtual education sessions
• Provide on-site event support when required
• Track event timelines and ensure important details and deadlines aren't missed

Client Service & Project Coordination

• Manage multiple priorities across several clients
• Maintain task lists, timelines and project calendars
• Follow up with clients, suppliers and team members
• Identify outstanding items before they become problems
• Communicate clearly when something requires escalation or additional support
• Help ensure TPM consistently delivers responsive, professional service to our clients

Who We're Looking For

The right person is organized, dependable, professional and genuinely enjoys getting things done.

You'll likely be successful in this position if you:

• Take ownership of your work and follow tasks through to completion
• Are highly organized and comfortable managing competing deadlines
• Communicate professionally and confidently by email, phone and in person
• Have strong attention to detail
• Are comfortable working independently while still being part of a collaborative team
• Ask questions when needed but are also resourceful enough to find solutions
• Can recognize what is urgent and prioritize accordingly
• Enjoy working with clients and providing excellent service
• Are comfortable in a fast-paced environment where priorities occasionally change
• Have a positive, team-oriented attitude and are willing to jump in when needed

Experience & Qualifications

• 2+ years of experience in administration, client service, association management, event coordination, project coordination or a similar role
• Excellent written and verbal communication skills
• Strong working knowledge of Microsoft Office and Google Workspace
• Comfortable learning new technology and online platforms
• Experience with membership databases, CRM systems, email marketing platforms, Zoom, Canva or website management is an asset
• Association or nonprofit experience is an asset, but not required
• Event planning or coordination experience is an asset
• Valid driver's licence and access to a reliable vehicle
• Ability to travel occasionally and work outside regular business hours for events when required

Position Details

Location: Burlington, Ontario

Work Arrangement: In-office

Hours: Approximately 15–25 hours per week to start

Compensation: $25–$30 per hour, based on experience and qualifications

Growth: This position has the potential to develop into a full-time role as TPM and our client portfolio continue to grow.

Some evening, early-morning or weekend hours may occasionally be required for client meetings and events. Travel within Ontario and occasional travel elsewhere in Canada may also be required.

Why Join TPM?

We're a growing company with a collaborative and relaxed office environment. Our team works hard, supports one another and gets to work on a wide variety of projects, organizations and events.

This isn't a position where you'll do the same thing every day. You'll have the opportunity to learn different areas of association management, work directly with clients and gradually take ownership of your own portfolio.

For someone who wants to grow with a small company and become an important part of the team, there is plenty of opportunity here.

How to Apply

Please submit your résumé along with a short introduction telling us a little about yourself and why you think you'd be a good fit for TPM to [email protected]