Membership Coordinator, Statewide

SUMMARY: Under the supervision of the Directors of Engagement, this position provides administrative, coordination, and logistical support for both Northern and Southern California regions. In addition to core administrative functions, the Membership Coordinator ensures outstanding customer service, leads components of event coordination, and supports strategic engagement and membership retention efforts. This role requires strong organizational skills and the ability to manage multiple priorities in a dynamic environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following (Other duties may be assigned):

ADMINISTRATIVE SUPPORT:

• Coordinate and manage a high volume of scheduling for prospective member recruitment and retention meetings with current members. This role requires frequent phone engagement, including outreach and occasional cold calls. Responsibilities also include scheduling new member onboarding calls, district and regional board meetings, and both prospect and retention of member meetings.
• Prepare, review, and distribute meeting agendas for board meetings, briefing materials for prospective member meetings and retention meetings, providing all supplemental documentation in advance, and ensuring a high level of accuracy, completeness, and confirmation of all logistical details.
• Maintain and update digital regional filing systems and database records and member account information to support accurate and organized records. Provide administrative support to both Directors, including expense reports, travel coordination, itineraries, and preparation of documents and presentation materials. Proactively organize and maintain internal communication folders and shared meeting materials to support team access and continuity. Assist in developing and maintaining regional process guides and workflow documentation to support consistent operational practices. Serve as the primary point of contact for the internal membership database as it relates to statewide engagement with membership, ensuring data integrity and proactive system updates.
• Compile and prepare recurring membership reports and summaries for leadership review, supporting visibility into member engagement and member retention activity. Proactively coordinate administrative tasks across departments to support statewide membership initiatives and deadlines.
• Assist with scheduling and logistics for district meetings, verifying meeting locations, AV needs, catering, and related requirements.
• Ensure all collateral materials, including member directories and board meeting details, are prepared and available in advance of meetings.
• Coordinate new member onboarding calls and meetings, ensuring calendar entries include preparation notes and supporting materials. Support the events team by assisting with event assignments related to regional membership events.
• Coordinate with vendors for board meetings catering and logistics, following established guidelines and approved budgets.
• Compile post-board meeting attendance data, feedback summaries, and documentation for leadership review.
• Assists with statewide member initiatives (e.g., regional tours, multi-district programs)  by supporting logistics, scheduling and communications.

MEMBER ENGAGEMENT:

• Support Directors with membership sales and engagement leads by entering information into tracking systems and preparing follow-up materials.
• Assists with outreach to associate leads and schedule inquiry meetings.
• Prepare detailed engagement notes for meetings, capturing member information, participation, and history.
• Assist with scheduling member meetings aligned with billing months and organizational priorities.
• Support members onboarding efforts by coordinating materials and pathways, tracking follow-ups, and maintaining onboarding timelines. Maintain the membership pipeline by tracking lead activity, and preparing reports for leadership to review.
• Coordinate targeted member engagement campaigns aligned with anchor months, strategic initiatives, and regional priorities.
• Compile quarterly engagement summaries and supporting data to assist leadership in identifying trends and areas of focus.

CUSTOMER SERVICE:

• Support AGC’s automated phone tree for the membership directory ensuring a positive member experience.
• Answer and route incoming calls, responding professionally and directing inquiries appropriately. Track member service inquiries to identify common questions and assist in documenting service improvements. Prepare and support the maintenance of membership service standards and response protocols. Assist with the coordination and distribution of member satisfaction surveys. Escalate sensitive or complex member inquiries to the Directors as appropriate.

OPERATIONAL EFFICIENCY:

• Participate in regular weekly check-ins with Directors to review upcoming priorities and strategies, while providing timely updates on meeting schedules and ensuring all supporting materials are prepared in advance.
• Assist with documenting operational processes and identifying opportunities for improved efficiency. Maintain a centralized membership operations calendar tracking key deadlines and engagement activities.

SUPERVISORY RESPONSIBILITES: This position has no supervisory responsibilities.

TRAVEL REQUIREMENT: This position has a 15-25% travel requirement.

EDUCATION AND/OR EXPERIENCE:  Bachelor’s Degree (B.A.) or related field from an accredited college or university is preferred or 2-3 years experience related field; or equivalent combination of education and experience.