Membership Operations Coordinator (EA to Executive Directors)

Membership Operations Coordinator (EA to Executive Directors)

We are looking for a highly organized, detail-oriented Membership Operations Coordinator to support our Executive Directors (EDs) and select Relationship Directors (RDs) across the full member lifecycle.

This role sits at the center of our operating model ensuring that prospects, new members, and existing members move seamlessly through acquisition, onboarding, engagement, and renewal.

You will act as both:

• A strategic administrative partner to senior leaders
• A critical operator within our revenue and member experience systems

This is a high-impact role designed to increase team productivity, improve data quality, and ensure a consistent, high-quality member experience.

Key Responsibilities

1. Executive & Team Support

• Manage calendars across EDs (and select RDs), including:
• Member meetings
• Prospect meetings
• Internal operating cadence
• Coordinate scheduling across multiple stakeholders (members, prospects, internal team)
• Prepare daily/weekly briefing notes for EDs:
• Upcoming meetings
• Member context
• Follow-ups required

2. CRM & Data Management (HubSpot)

• Ensure all prospects and members are accurately tracked in HubSpot:
• Correct stages
• Clean data fields
• Updated notes and activity
• Own CRM hygiene:
• Identify missing data
• Follow up with RDs/EDs to complete records
• Support pipeline tracking and simple forecasting inputs

3. Onboarding Coordination

• Own logistics and tracking of new member onboarding:
• Schedule onboarding calls
• Ensure completion of onboarding milestones
• Track and report on:
• First meaningful introduction
• First engagement/action
• Activation status (first 30 days)
• Ensure no new member "falls through the cracks"

4. Member Engagement & Retention Support

• Track key engagement signals:
• Event attendance
• Introductions made
• Deal participation
• Support EDs in preparing for:
• 90 / 60 / 30-day renewal cycles
• Help coordinate:
• Member outreach
• Follow-ups
• Renewal touchpoints

5. Meeting & Operating Cadence Support

• Prepare materials for:
• Pod meetings (Acquisition, Onboarding, Retention)
• Capture notes and action items
• Ensure follow-through on key actions across the team

6. Member & Prospect Experience

• Ensure a seamless, high-quality experience across:
• Scheduling
• Communication
• Follow-ups
• Help coordinate:
• Event invites
• Introductions
• Key member communications

Ideal Candidate Profile

• 25 years experience in:
• Executive Assistant, Operations, or Customer Success roles
• Highly organized with strong attention to detail
• Comfortable working in fast-paced, high-accountability environments
• Strong written and verbal communication skills
• Experience with CRM systems (HubSpot preferred)
• Ability to manage multiple priorities across stakeholders
• Proactive and solutions-oriented

What Success Looks Like

Within 3060 days:

• Calendars and scheduling run seamlessly
• CRM data is clean and consistently updated
• Onboarding process is fully tracked and visible

Within 90 days:

• EDs and RDs are spending significantly more time with members and prospects
• No onboarding or renewal steps are missed
• Data quality supports accurate forecasting and decision-making

Why This Role Matters

This role is foundational to building a repeatable, data-driven member lifecycle.

By supporting both execution and systems, this person will:

• Increase productivity of senior team members
• Improve member experience and retention
• Strengthen the underlying operating system of the business