Description

Job Title: Chapter Operations Coordinator 

Department: Experiences - Chapters 

Reports To: Senior Manager, Chapters 

Location: Chicago, IL – Hybrid (3 days in office, 2 days remote) 

About ASUG: 

Founded in 1991, Americas’ SAP Users’ Group (ASUG) is the world’s largest SAP user group, representing businesses across North America. Our mission is to help organizations maximize the value of their SAP investments by providing a platform for knowledge-sharing, collaboration, and advocacy. Headquartered in Chicago, ASUG connects people through events, feedback, and insights, making an impact in the SAP ecosystem. 

At ASUG, we believe in the power of collaboration, trust, and innovation. We’re looking for passionate individuals who are ready to join a team that values Joining Together, Leading the Charge, Inspiring Trust, Working Fearlessly, and Celebrating Customers. Together, we push boundaries, make a real impact, and deliver exceptional experiences to our customers. 

Position Summary: 

We’re seeking a detail-oriented and proactive Chapter Coordinator to support our regional ASUG Chapters across North America. In this hybrid role, you will be the primary point of contact for Chapters, their volunteer leadership, and ensuring the success of in-person chapter events while working closely with specialized functions across the ASUG staff team. This position requires strong project management skills, the ability to build relationships with volunteers and other staff team members, event planning and execution acumen, and a passion for delivering exceptional member experiences. 

Key Responsibilities: 

Chapter Event Management: 

• Lead the planning, coordination and execution of approx. 30 in-person Chapter events annually, ensuring alignment with ASUG’s content and strategic goals.
• Manage all event logistics from start to finish, including developing timelines, tracking event budgets, and ensuring adherence to financial guidelines.
• Collaborate with Chapter volunteers and the ASUG Marketing, Events, Sponsorship and Content teams to compile meeting agendas, manage venue contracting and logistics, and promotional campaigns to drive event awareness and registrations.
• Handle event-day operations (whether in person or remote), including on-site coordination when needed, managing event staff, and troubleshooting any issues that arise.
• Collect post-event feedback to measure success, identify areas for improvement, and report on key metrics such as attendance, engagement, and budget performance. 
  
  

Volunteer and Stakeholder Relations: 

• Build and maintain strong, sustainable trustworthy relationships with local Chapter volunteers, ensuring high levels of engagement and support for Chapter events.
• Work in collaboration with Chapter volunteer leaders across a number of areas, including guidance on event planning, program development, and volunteer recruitment and retention.
• Serve as the primary point of contact for external stakeholders, including sponsors, speakers, and SAP team members, ensuring smooth communication and collaboration.
• Maintain a positive relationship between Chapter volunteers and ASUG leadership, advocating for chapter leader needs, effectively voicing the ASUG perspective,  and ensuring chapters align ASUG organizational goals. 

Event Content and Program Development: 

• Collaborate with Chapter Volunteers and ASUG Content team to identify and suggest relevant content for local Chapter events, ensuring that agendas are tailored to the needs and interests of the local membership.
• Review content submissions to ensure educational content delivered at chapter meetings is high quality, informative, engaging, and supportive of the broader ASUG content strategy.
• Work with ASUG Marketing to develop creative solutions to drive event attendance, including interactive formats, themed sessions, and unique networking opportunities.
• Provide input and feedback on ASUG’s broader content strategy based on Chapter-level insights and member feedback. 

Data Analysis and Reporting:

• Track key performance indicators (KPIs) for each event, including registration trends, sponsor engagement, attendee satisfaction, and financial metrics.
• Use data to continuously improve event execution, from marketing and registration processes to the event experience itself.
• Generate post-event reports for internal stakeholders, summarizing success metrics, feedback, and opportunities for growth. 

Cross-Functional Collaboration and Best Practices: 

Collaborate with the Chapter Operations team to develop and implement best practices for Chapter event management, ensuring consistency across regions while allowing for customization to local needs. 
Continuously assess and improve internal processes for event planning, ensuring efficiency and scalability. 
 

What We’re Looking For: 

• Experience: 3 years in event planning, project management, association management and/or customer relationship management. Experience with event marketing, logistics, and program development is a plus.
• Skills: Proficiency in Microsoft Office Suite and Cvent event management software. Familiarity with Monday.com and HubSpot preferred.
• Customer-Focused: A "Customer First" mindset and commitment to delivering exceptional service, fostering positive relationships, and responding to feedback.
• Travel: Ability to travel to Chapter events (up to 10 times per year), including weekends and evenings as needed 
   

Benefits: 

At ASUG, we value our employees and offer a comprehensive benefits package, including: 

401(k) match with immediate vesting 
Generous PTO and paid holidays 
Holiday pauses for rest and recharge 
Excellent healthcare and wellness benefits 
Hybrid work schedule (3 days in downtown Chicago office/ 2 days remote) 
 

ASUG is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.