Client Administrator - Metropolitan Golf Writers Association

Job Description

Job Description

ABOUT THE JOB

The Metropolitan Golf Association seeks a talented communicator and administrator to serve as its Client Administrator for the Metropolitan Golf Writers Association (MGWA). In this role, you will work closely with the MGWA President and Board of Directors to manage day-to-day association operations, craft compelling communications across digital and print channels, and coordinate the MGWA’s flagship event — the National Awards Dinner.

This role is uniquely suited to someone with a background in journalism, communications, or association management who brings both keen writing instincts and operational follow-through. You will be assisting the MGWA Board across its website, social media channels, and member email communications — and will be the logistical backbone behind its meetings, board governance, and event execution.

This position reports directly to the MGA Chief Administrative Officer and collaborates with MGA’s Accounting and Business teams. This is a part-time role averaging 25–30 hours per week, with seasonal peaks up to 40 hours per week in the weeks leading up to their Annual Dinner.

WHAT YOU’LL DO

Writing, Communications & Digital Channels

Content creation and communications management are central to this role:

• Serve as a writer and/or editor for MGWA communications, including member emails, announcements, newsletters, press releases, and award announcements.
• Manage and maintain MGWA’s social media channels (YouTube, LinkedIn, X/Twitter, Facebook, Instagram) — drafting posts, scheduling content, and maintaining a consistent editorial voice aligned with MGWA’s identity as a golf media organization.
• Maintain and update the MGWA website with current news, event information, membership content, and results; ensure the site reflects the organization’s professional standards.
• Draft, proofread, and distribute all member-facing email communications, coordinating timing and approvals with the MGWA President.
• Write and distribute press releases and award announcements following appropriate approvals; coordinate media outreach on behalf of the association.
• Coordinate production and printing of the MGWA Dinner program — from copy drafting and proofreading to sourcing photographs and obtaining permissions, to coordinating with marketing team to obtain ad materials.
• Maintain a consistent editorial voice across all MGWA platforms and materials.

Board & Governance Support

Provide structured, professional support to the MGWA Executive Committee and Board:

• Schedule and staff all Executive Committee and Board meetings; prepare and distribute meeting notices, agendas, and supporting materials.
• Attend Executive Committee meetings, capture accurate notes, and draft and distribute professional meeting summaries following each session.
• Maintain organized records of Board decisions, governance documents, and correspondence.
• Coordinate with the MGWA’s external accountant and insurance contacts to compile required documentation for annual tax returns and policy renewals.
• Support the MGWA Treasurer and MGA CFO with accurate, timely financial reporting — including income and expense accounting for the Annual Dinner.

Association Administration

• Maintain the MGWA membership database; process membership renewals and new membership applications and keep the online membership directory current and accurate.
• Manage the Quill & Tee Golf Club GHIN roster throughout the season.
• Support the Activities Committee with meeting and outing announcements, scheduling, and entry management.
• Coordinate financial transactions — deposits, invoices, and check processing — with the MGA accounting team; provide monthly bank statement reconciliations.
• Serve as the primary point of contact for MGWA members, handling calls, emails, and general inquiries with professionalism and responsiveness.
• Maintain organized electronic filing systems for all association records.

National Awards Dinner

As an active member of the Dinner Committee, the Client Administrator is central to planning and executing this signature annual event:

• Conduct venue site inspections and make recommendations for upcoming Dinner locations.
• Select menu; hire and coordinate vendors including videographer, lighting technician, photographer, and florist.
• Process reservation forms and payments; follow up on unpaid invoices.
• Manage all event signage including updating existing Gold Tee banner, gift bags, and raffle logistics, including prize collection, certificate creation, and winner coordination.
• Administer the raffle and silent auction, including bid sheets, payment processing, and prize distribution.
• Create and finalize the Dinner seating chart.
• Develop the event Run of Show with the MGWA President and maintain updates through execution.
• Distribute Run of Show to all involved parties (venue, photographer, videographer, award recipients and presenters) and communicate any changes up to the start of the event.
• Order all trophies and plaques; coordinate shipping to recipients following the Dinner.
• Coordinate travel and accommodations for award recipients as needed.
• Assist with marketing, promotion, and solicitation efforts.

Cross-Functional Support

• Contribute to other MGA Client Association department initiatives and events as directed by the Chief Administrative Officer.

WHAT WE’RE LOOKING FOR

• Exceptional writing and editing skills — you produce clean, engaging, professional copy and can adapt your voice for different audiences and channels.
• Experience managing digital communications platforms including social media, email newsletters or listservs, and website content management systems.
• Exceptional organizational skills with the ability to manage multiple concurrent workstreams and deadlines with care and autonomy.
• experience supporting a volunteer Board or governing body — drafting agendas, capturing minutes, maintaining governance records.
• Experience coordinating events, fundraising activities, or gala-style functions, including vendor management.
• Comfort with basic bookkeeping or financial reconciliation processes.
• Outgoing, professional demeanor; adept at building relationships with Board members, media professionals, and longtime members.
• Golf experience or familiarity with the golf industry a plus, but not required.

REQUIRED QUALIFICATIONS

Education & Experience

• Bachelor’s degree in Communications, Journalism, English, Public Relations, or a related field, or equivalent professional experience.
• 5+ years of experience in communications, association management, nonprofit administration, or a closely related field.
• Experience writing and editing professional communications — samples or portfolio encouraged.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with social media management and scheduling tools.
• Experience with email marketing or member communications platforms (e.g., Constant Contact, Mailchimp, or similar).
• Comfort with website CMS platforms for routine content updates (no coding required).
• Familiarity with HubSpot, GHIN or Golf Genius a plus; willingness to learn required.

Work Environment

• Hybrid: minimum 2–3 days/week in Elmsford, NY office.
• Occasional evenings required, particularly around the Annual Dinner.
• Local travel within the NY Metro area as needed.

ADDITIONAL CONSIDERATIONS

• Nonprofit or membership association communications experience a plus.
• Familiarity with golf media or the golf industry a plus.
• Must be authorized to work in the U.S. (no visa sponsorship).

COMPENSATION & BENEFITS

• Hourly rate $22-27/hour commensurate with experience (part-time, 25–30 hours/week).
• PTO and paid holidays.
• Hybrid work schedule.

ABOUT THE MGA & MGWA

Founded in 1897, the Metropolitan Golf Association is one of the nation’s oldest and largest amateur golf associations, serving 500+ member clubs and 175,000 golfers across the NY Metro Area. A nonprofit organization, the MGA provides handicapping, course rating, The Met Golfer magazine, and prestigious regional championships.

The Metropolitan Golf Writers Association, founded in 1952, is one of the leading golf media organizations in the country, representing writers, broadcasters, and golf communications professionals across the New York metropolitan area. The MGWA is administered through the MGA.