Join our team as the Membership & Event Specialist

The Membership & Event Specialist provides support to the President managing member invoices, event preparation, marketing, membership, communications, confidential matters, and database maintenance. This position is paid hourly and reports directly to the President.

 

Education & Experience:

• High school diploma or equivalent (GED). Secondary education a plus.
• Minimum one (1) year of clerical, administrative or secretarial experience in a professional office setting with Microsoft Office and GoogleDrive proficiency.
• 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 juggle 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 and Outlook.
• Experience or interest in becoming a proficient user of ChamberMaster 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.
• Record & categorize expenditures in QuickBooks.
• Complete financial reports in ChamberMaster & QuickBooks.
• Provide accurate and timely payment to all vendors for events and services.
• Assist Chamber President 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 Director of Marketing in a timely fashion.
• Solicit member hosts for After Hours, Estes Next and Coffee Connections events.
• Coordinate venue and speakers for Food for Thought speaker series.
• 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 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 follow up by email to welcome them to the Chamber of Commerce.
• 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 CM.
• 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.

• Pick up the mail from the post office and distribute as necessary.
• 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, second Friday of each month.
• Attend monthly Chamber board meetings third Wednesdays 8 – 9:30 a.m., take meeting minutes and send to board members.

 

Please email resumes to director@esteschamber.org

Position is permanent part-time with flexible hours. Salary range is $18-$22 per hour based on experience.