Estes Chamber - Position open - Membership & Event Coordinator
The Membership & Event Coordinator provides support to the President and Operations Manager in managing membership recruitment/support/retention and invoicing, event preparation, marketing, communications, confidential matters, and database maintenance. This position is paid hourly and reports directly to the Operations Manager.
The job comes highly recommended by the predecessor!
Education & Experience:
High school diploma or equivalent (GED). Secondary education is a plus.
Minimum one (1) year of clerical, administrative or secretarial experience in a professional office setting with Microsoft Office and GoogleDrive proficiency a plus.
At least two (2) years of customer service centered experience.
Experience in ChamberMaster, Constant Contact and QuickBooks a plus
Requirements:
Excellent phone skills calling to collect on sponsorship requests and past due invoices.
Ability to manage multiple tasks and adjust priorities as needs arise.
Well-organized with a keen attention to detail.
Excellent writing and communication skills, some proof reading required.
Takes initiative and follows through on tasks to completion.
Proficient with Microsoft Office Suite, especially Word, Outlook and Excel preferred.
Experience or interest in becoming a proficient user of ChamberMaster software.
Experience or interest in becoming a proficient user of Canva software.
Responsibilities may include but are not limited to the following:
Financial Management Support:
Generate member invoices for dues and sponsorships and follow up on collection.
Process bank deposits and record in ChamberMaster and QuickBooks.
Provide accurate and timely payment to all vendors for events and services.
Assist Chamber President and Operations Manager in creating annual and event budgets.
Events:
Plan member and community events ranging in size from 10-120.
Communicate with potential presenters and communicate marketing needs to the Director of Marketing in a timely fashion.
Coordinate venues and speakers for events.
Manage the flow of events and ensure details - including final count, room setup, menu, and cost are confirmed with the host prior to the event.
Solicit and organize volunteers for events - specifically Gala and Chamber Cup.
Attend the majority of events.
Create event pages in ChamberMaster, organize RSVPs, send reminders, and send thank you notes to sponsors.
Prepare and help with the distribution of materials needed for the event such as emails, invitations, flyers, and tickets as needed.
Publish Chamber Press Releases to ChamberMaster on our website.
Membership:
Process new member applications in ChamberMaster and enroll them into the email drip campaign schedule.
Maintain membership email drip campaign schedules and send out correspondences that are assigned to Membership and Event Coordinator in ChamberMaster.
Review and approve member requests in ChamberMaster (events, hot deals, job openings, web leads, etc.)
Assist with recruiting and retaining members by responding to prospective and current members’ questions.
Keep Constant Contact mail lists up to date.
Follow up with members regarding outstanding invoices.
Deactivate members and remove them from mailing lists when appropriate.
Appropriately assign members and prospects to group mailing lists in ChamberMaster.
Maintain membership materials, including letter of welcome, chamber events calendar, and membership application.
Ensure all new members’ profiles are entered correctly into the Membership Directory in a timely fashion and follow up for missing information.
Other Support:
Maintain office supplies inventory.
Assist with the management and contracting of support and software services such as Zoom, QuickBooks, ChamberMaster, and internet.
Prepare and distribute monthly board packets, including membership report, financial report, and other reports as needed.
May attend monthly Chamber board meetings, take meeting minutes and send them to board members after review.
Salary range is $18-$22 per hour based on experience.
The job comes highly recommended by the predecessor!
Education & Experience:
High school diploma or equivalent (GED). Secondary education is a plus.
Minimum one (1) year of clerical, administrative or secretarial experience in a professional office setting with Microsoft Office and GoogleDrive proficiency a plus.
At least two (2) years of customer service centered experience.
Experience in ChamberMaster, Constant Contact and QuickBooks a plus
Requirements:
Excellent phone skills calling to collect on sponsorship requests and past due invoices.
Ability to manage multiple tasks and adjust priorities as needs arise.
Well-organized with a keen attention to detail.
Excellent writing and communication skills, some proof reading required.
Takes initiative and follows through on tasks to completion.
Proficient with Microsoft Office Suite, especially Word, Outlook and Excel preferred.
Experience or interest in becoming a proficient user of ChamberMaster software.
Experience or interest in becoming a proficient user of Canva software.
Responsibilities may include but are not limited to the following:
Financial Management Support:
Generate member invoices for dues and sponsorships and follow up on collection.
Process bank deposits and record in ChamberMaster and QuickBooks.
Provide accurate and timely payment to all vendors for events and services.
Assist Chamber President and Operations Manager in creating annual and event budgets.
Events:
Plan member and community events ranging in size from 10-120.
Communicate with potential presenters and communicate marketing needs to the Director of Marketing in a timely fashion.
Coordinate venues and speakers for events.
Manage the flow of events and ensure details - including final count, room setup, menu, and cost are confirmed with the host prior to the event.
Solicit and organize volunteers for events - specifically Gala and Chamber Cup.
Attend the majority of events.
Create event pages in ChamberMaster, organize RSVPs, send reminders, and send thank you notes to sponsors.
Prepare and help with the distribution of materials needed for the event such as emails, invitations, flyers, and tickets as needed.
Publish Chamber Press Releases to ChamberMaster on our website.
Membership:
Process new member applications in ChamberMaster and enroll them into the email drip campaign schedule.
Maintain membership email drip campaign schedules and send out correspondences that are assigned to Membership and Event Coordinator in ChamberMaster.
Review and approve member requests in ChamberMaster (events, hot deals, job openings, web leads, etc.)
Assist with recruiting and retaining members by responding to prospective and current members’ questions.
Keep Constant Contact mail lists up to date.
Follow up with members regarding outstanding invoices.
Deactivate members and remove them from mailing lists when appropriate.
Appropriately assign members and prospects to group mailing lists in ChamberMaster.
Maintain membership materials, including letter of welcome, chamber events calendar, and membership application.
Ensure all new members’ profiles are entered correctly into the Membership Directory in a timely fashion and follow up for missing information.
Other Support:
Maintain office supplies inventory.
Assist with the management and contracting of support and software services such as Zoom, QuickBooks, ChamberMaster, and internet.
Prepare and distribute monthly board packets, including membership report, financial report, and other reports as needed.
May attend monthly Chamber board meetings, take meeting minutes and send them to board members after review.
Salary range is $18-$22 per hour based on experience.
