Events and Membership Coordinator

Events & Membership Coordinator Job Description

Position: Events & Membership Coordinator

Reports to: Director of Membership and Events

Status:  Full-time, Entry-level position, Non-exempt, $20-23/hour depending on experience

Location: Hybrid, must be available to commute to Eugene Office a minimum of 3 days a week (Tu-Th) and as needed for meetings or events

Organization Overview:  The Eugene Area Chamber of Commerce is a 1200-member organization representing businesses and the community. We are a non-partisan organization, but that does not mean that we remain neutral on all issues. The mission of the Chamber is to serve as a catalytic leader in creating a vibrant and diverse economy that drives economic opportunity and well-being. We're a champion for our community. We focus on building the economic and community infrastructure to support a strong business community. 

Position Overview: The Event & Membership Coordinator plays a pivotal role in fostering a positive member experience by delivering exceptional customer service, facilitating member engagement initiatives, and providing logistical support for events. This position is instrumental in driving membership growth and retention, coordinating program logistics, and enhancing overall member participation. The Coordinator serves as a key liaison between our members and the community, embodying qualities of approachability, efficiency, organization, and expertise while consistently delivering outstanding customer service.

Responsibilities:

Membership Development 

• Provide administrative support to the Membership Director and Membership Engagement Manager to further the Chamber’s membership development and retention efforts including correspondence, mailings and outreach. Tasks include:
  • Send out membership renewals and assist with past due account follow-ups
  • Research and outreach to local businesses in the area for relationship building
  • Send out congratulatory cards to members with promotions, awards, etc 
  • Assist with membership retention calls
  • Prepare and send out new member packets
• Create, send, and track invoices for sponsorships, advertising, membership dues, and miscellaneous as needed
• Provide support with membership committees including but not limited to: Greeters, Ambassadors, and their respective activities, events, ribbon cuttings, etc
• Maintain knowledge of the Chamber’s mission and benefits of membership to answer questions from members and the public, serving as the point of contact externally
• Generate reports from CRM system periodically, regarding membership and events
• Research new addresses of returned mail, and update in the membership software
• Assist members with credit card payments over the phone for membership, advertising, and events

Program & Events 

• Provide administrative support to the Events Manager with event/program planning, logistics, and execution, tasks include:
• Venue and catering research, walk throughs, and proposal gathering
• Event setup of decor items, activities, audio/visual, technical support
• Setup registration table, greet guests, accept payments before, during, after events
• Coordinating event signage needs, and entertainment, content, accessibility, transportation
• Post-event clean up of physical and digital supplies and registration items
• Coordinate activities of vendors, Chamber staff, and volunteers or committee meetings related
• Assist other Chamber staff members in producing events in their respective departments
• Managing event registrations in CRM database, collect an ongoing list of non-members as leads for Membership and Event needs
• Assist with Arts & Business Alliance of Eugene events throughout the year
• Assist with administrative duties for Eugene Chamber Travel Program

Miscellaneous

• Assist in updating admin standard operating procedures, as needed
• Other duties as assigned by the department

Minimum Qualifications 

• Bachelor’s Degree (preferred); or equivalent combination of education and experience
• Experience coordinating events, programs, or other related experience 
• Skilled at building strong relationships with team members and staff, and effective verbal and written communication.
• Ability to interact effectively with diverse groups of people and organizations
• Proficiency with Google Suite (Drive, Docs, Sheets), and Asana or other project management CRM
• Excellent customer service skills
• Strong attention to detail, consistent use of organizational tools, and efficiency working across multiple projects
• Self-starter with excellent problem-solving skills and growth mindset; willingness to research new skills to achieve goals
• Ability to thrive in a fast-paced environment under minimal supervision while managing multiple projects
• Availability to occasionally work flexible hours, including early mornings and evenings, to assist at special events and ensure duties are completed satisfactorily
• Access to reliable transportation

Preferred Experience & Skills:

• Passion for connecting community members and businesses to growth opportunities
• Enjoyment of the creative process and routine administrative work associated with events
• Experience with Canva or other design software
• Bilingual preferred but not required

Join Our Team!

If you're ready to unleash your creativity, drive positive change, and be part of an organization that's shaping the future, we want to hear from you! Join us in our mission to build a vibrant and inclusive community where businesses and residents thrive.

Why the Eugene Chamber:

• Make a meaningful impact: Your work will directly contribute to the growth and prosperity of our community.
• Collaborative culture: Join a team of passionate professionals who value creativity, innovation, and collaboration.
• Professional development: Take advantage of opportunities for growth and advancement in a supportive environment.
• Competitive benefits: Enjoy a comprehensive benefits package, including:
  • Employer paid medical insurance, Short and long-term disability, Life insurance, Paid holidays, vacation, sick leave and volunteer time, Eligible for a 401K employer contribution after 3-months

Our Organizational Values As a community organization, we strive to serve our members and the broader community with passion and enthusiasm. We are looking for an individual who aligns with our core values to join our team.

• Lead: We are strategic thinkers with bold ideas. We are catalysts for positive community change and push boundaries with creative solutions.
• Innovate: We are curious and open-minded. We are not afraid to bypass the easy and safe for a different but better way to serve our members and community.
• Engage: We pay attention, and we participate in the hard conversations. We are intentional about including diverse voices, building relationships, and empowering others to play a role in creating the best community possible.  
• Impact: We are solution-oriented and relentlessly optimistic. We work collectively as business leaders to solve the challenges facing our community.

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The Eugene Area Chamber of Commerce provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination and harassment of any type because of a person's race, color, religion, sex, gender identity, sexual orientation, pregnancy, national origin, age, disability, or genetic information, or any other characteristic protected by federal, state or local laws.

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. The Eugene Area Chamber of Commerce may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications.