Want the opportunity to grow your career in a fast paced environment where you can directly contribute to an organizations bigger picture and be a part of an amazing company? Look no further, this is the job for you! A Membership Manager’s job is hardly a 9-5, but it’s so rewarding! Our Membership Managers oversee all facets of membership with direction from the Executive Director including: member development and relations, organizing retention and recruitment strategies, reporting and goal setting, and much more! If this piques your interest, keep reading!
This position reports to: Executive Director
Roles that report to this position: Chapter Coordinators and Chapter Assistants
Job Responsibilities & Duties:
Develop and execute, in concurrence with the Executive Director, comprehensive, multi-level and integrated membership recruitment and retention plans, and programs to support the strategic objectives of the organization. Provide recommendations for recruitment and retention strategies based on trends.
Ensure standard operating procedures (SOPs) are written and kept up to date for all membership department tasks and functions. Identify areas lacking in procedure or documentation and work with Executive Director to reduce and eliminate gaps.
Working in coordination with the Executive Director, ensure the membership value proposition and messages are relevant and compelling across all membership segments and other key demographics. Suggest and implement enhanced and unique membership benefits not currently being offered.
Tracking and organization of board and committee tasks and deadlines, keeping projects on time and organized
Coordinate meetings (internal & external) and distribute meeting notices with appropriate details (dial in instructions, location addresses/directions, etc.) Prepare meeting materials including meeting agenda, reports, PowerPoint presentations/decks, and other supplemental materials and distribute
Join both internal and external meetings (in person, phone, and video conference) take notes and minutes and distribute
Answer phone calls, assess caller needs, answer general inquires appropriately (dates and times of events or where to register) or funnel calls to the appropriate person for additional assistance. Ability to assess and “gate keep” and funnel calls appropriately. Listen and respond to any voice mail messages promptly and on a regular basis and forwarding any messages as needed and track completion of action items
Read and respond to email messages promptly and on a regular basis with clear, concise, and detailed information. Forward any specific email messages as needed and track completion of action items
Communicate effectively, with members, outside vendors and clients and funnel any elevated items to supervisors where appropriate
Ability to fully navigate all standard Microsoft Office Suite Programs (outlook, excel, word, PowerPoint) Templates provided for specific formats but elevated knowledge of excel formula’s, document formatting, etc. is necessary
Update, compile, and suggest topics for documents, letters, templates, etc. as requested (Policies & Procedures, compliance documents, membership reports, etc.)
Prepare weekly and monthly reports and analytical information for distribution to appropriate people including staff, committees, and board of directors
Organization, compiling, and submission of annual compliance documents (membership rosters and data) to parent organizations as required
Track and submit payments as needed
Process membership dues and other payments as required through online payment system, apply payments within the membership and/or registration system, distribute receipts, etc.
Complete payment request forms and submit receipts to accounting as required, confirm accuracy of posting
Spearhead preparation of the membership team budgets (in conjunction with accounting staff) including organization and research of quotes, data, projections, trends, and other financial information, checking formulas and calculations to assure accuracy, etc.
Familiarity and understanding of organization budgets and basic financial practices, and ability explain financials “basics” to laymen and subordinates
Maintain regular member outreach to help strengthen member connection to the organization
Develop and implement strategies for retention of existing members and recruitment and cultivation of new members, including the creation and roll out of new member benefits and regular solicitation of member feedback
Ability to conduct research and analyze membership data and provide thorough overview, assessment of membership trends, and plans of actions to meet organization goals and objectives. Ability to assess needs of what is requested and make solid recommendations to increase/enhance member satisfaction, retention, and recruitment efforts
Represent the organization with members and in the community, including speaking publicly for the organization when needed
Process member renewals and new members upon joining within the AMS, execute any member welcome processes, notify appropriate staff and board/committee members, etc.
Overseeing the onboarding and outreach to new members and coordination of ongoing communications with members, prospects, and lapsed members
Provide general customer service, event details, and other items as required in support of organizations initiatives. Completing outreach to members and key partners/contacts when needed
Administer and oversee all scholarship and other membership programs
Provide complete and accurate monthly membership reporting and provide to appropriate people in a timely manner
Maintain complete and accurate member database/recruitment databases including updating records, member outreach to confirm contact information, completing uploads/downloads accurately, and assure timeliness of completion
Distribute membership materials to potential members and spearhead membership sales
Support execution of organization marketing calendar by providing membership content to marketing department for eblasts and other promotions, social media, website content, etc. to ensure the membership value proposition is clearly and consistently communicated through all communication vehicles
Spearhead planning, content creation, and execution of membership materials as needed including brochures, welcome gifts, promo items, etc. and finding creative ways to promote membership benefits and perks
Ability to build and deploy eblasts, surveys, and other materials as needed to support membership initiatives
Events & Programs:
Assist attendees with registration via email, online, phone or mail as needed
Support onsite registration including set-up, tear down, checking in guests, onsite registrations, distribution of materials, collection of payments, and general customer service
Board of Directors, Chairs, & Committees:
Interact with the Board of Directors, Chairs, and Committees as needed and guide in the preparation and execution of plans
Support Executive Director as needed with reporting, analysis of data, updating of policies, and other items
Managing other membership projects as determined by the Executive Director in support of membership program objectives
Any other duties as required
Bachelor’s degree or higher preferred and/or 3-4 years of related experience
Experience with marketing and member communications, and membership acquisition, engagement and retention programs
Proficient with Microsoft Office Suite (outlook, excel, word, PowerPoint)
Excellent written and verbal communication skills with high attention to proper grammar and spelling
Basic working knowledge of e-communication systems such as Constant Contact, MailChimp, etc.
Basic working knowledge of AMS systems such as NOVI, StarChapter, Memberclicks, etc.
Basic working knowledge of cloud based storage/communications systems such as Google Drive, Basecamp, Smartsheets, etc.
Bilingual (English and Spanish) Preferred
Strategic thinker and visionary leader with a passionate and optimistic mentality who seeks to improve/promote quality in the organization while exhibiting objectivity and openness to others’ views
Must be a team player, self-starter, motivated
Highly responsive and takes initiative
Highly organized, able to prioritize, and provide timely work product
Able to multi-task and ability to work well under pressure
Detail oriented, and provide thorough and accurate work product
Ability to be flexible and adapt to spontaneous request or needs that may arise
Ability to work both independently and in a team environment
Professional, flexible personality
Understand the importance of wardrobe, uniform requirements
Honest, trustworthy, and dependable
Professionally represent Paragon Events when dealing with staff, customers, and vendors
The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed. An employee will be required to follow any other job-related duties required by the manager.
Paragon Events offers extensive benefits for full time salaried employees including Health & Life Insurance, 401K, PTO (Paid Time Off), Company Car after 3.5 years of service, and much more. These benefits would follow the standard company policies and additional information can be provided as requested.
Standard office hours are Monday through Friday, 8:30 am – 5:30 pm EST. There are times that evening and weekend support is required based on upcoming projects, programs & events, etc. This position would be an In-Office work space.
Due to the sensitive nature of our business, access to private information, and other factors Paragon Events, Inc. does require a background check on all new employees through the Florida Department of Law Enforcement website. This is not an expense to the potential employee but an expense paid for by Paragon Events, Inc.
All contracted and regular employees of Paragon Events, Inc. are required to read, and sign the Confidentiality and Non-Complete agreements. These agreements are maintained in employees personnel file and enforceable by law.
About Paragon Events / Association Management
Paragon Events is a full-service meetings and event planning firm out of Delray Beach Florida