Membership Coordinator

GENERAL INFORMATION

IS THIS YOU?

• Do your friends and family consistently come to you for advice on organization?

• When going on a road trip, are you the one with the directions, playlist, and backup plan ready in the passenger seat?

• Do your friends make fun of you for your checklists, color-coded calendars, or goal-tracking obsession?

• Is Mel Robins at the top of your podcast playlist?

• Do micro-managers give you the ick?

• Are you the friend who remembers birthdays, sends thoughtful follow-up messages, and keeps everyone in the loop? 

• Are you the person who reads the entire instruction manual before assembling something, then teaches everyone else how to do it? 

• Have people in your life been mildly annoyed with you because of your incessant follow-up and “just confirming” messages?

• Have you ever caught an error in a shared document that everyone else missed?

• Do you get a little bothered when files are saved in the wrong folder or named inconsistently?

• Are you looking for a company that acknowledges your independence and rewards you accordingly?

ROLE PURPOSE

We are a global educational company, and our mission is to harness the power of coaching worldwide. We achieve this through our Coaching Enablement Platform, offering a comprehensive suite of services designed to support and accelerate coaches' development. Our services include the Coaching Center of Excellence (a hub for professional development and education), Coaching Management Software, and Coaching Marketplace. Through these platforms, we empower coaches to shape their skills and have a profound impact on human life.

As a Membership Coordinator, you will play a vital role in managing and coordinating various aspects of our membership programs and community engagement initiatives. This role is ideal for a proactive, confident and detail-oriented individual who is passionate about supporting professional development and fostering a sense of community among our members.

WHAT SUCCESS LOOKS LIKE:

Within the first 90 days, the Membership Coordinator will:

• Deliver recurring membership communications, reminders, session logistics, and follow-ups accurately and on schedule.

• Maintain timely, transparent communication with members, facilitators, speakers, and Membership team.

• Ensure all session links, registration/access settings, automations, and resources are tested before they are shared externally.

• Maintain complete, accurate, and accessible program records, reports, and SOPs.

• Proactively flag risks, blockers, unclear ownership, or missed deadlines before they affect members or facilitators.

• Establish a clear, consistent operating rhythm so the Membership Manager and Director always have visibility into progress and confidence that work is complete and accurate.

RESPONSIBILITIES

The Membership Coordinator reports directly to the Membership Manager & Membership Director to support the delivery training and education to our Members.

Your main responsibility is to support, coordinate and execute membership delivery administrative tasks, ensuring agreed program milestones are met. The role also has a specific focus on managing volunteer facilitators, hosting and providing technical support on live sessions, and coordinating the monthly newsletter. 

1. Membership Project Management:

• Own the day-to-day coordination of assigned membership programs, projects, communications, and recurring administrative workflows.

• Build, maintain, and update project plans, task lists, deadlines, owners, dependencies, and status updates in Asana.

• Ensure every assigned task has a clear owner, deadline, intended outcome, and documented completion status.

• Provide daily updates on weekly priorities, progress, risks, blockers, and next steps in the designated Membership team channel or project-management system.

• Schedule meetings; prepare agendas, materials, and links; capture decisions and action items; and distribute follow-up notes promptly.

• Maintain an accurate membership operations calendar covering sessions, facilitator commitments, speaker commitments, member communications, reminders, deadlines, and follow-up requirements.

• Identify repetitive manual work and recommend or implement approved automations to improve accuracy, timeliness, and efficiency.

2. Membership Delivery:

• Collaborate with the Membership Team on delivery, design & development processes.

• Acknowledge all member, facilitator, speaker, and internal emails within 24–48 business hours, even when a full resolution requires more time. 

• Escalate sensitive member issues, complaints, refund/payment concerns, access problems, or unresolved requests to the Membership Manager promptly. 

• Coordinate the operational delivery of membership sessions, coaching circles, learning experiences, workshops, and summits. 

• Complete quality assurance before any member-facing launch or send, including testing registration links, access permissions, invite links, reminders, automations, quiz links, recordings, and resource downloads in a test account where applicable. 

• Coordinate and compile new member and cancellation data, ensuring timely and relevant information is shared across teams.

• Support the delivery of live membership sessions on Zoom, including session support, session hosting, logistical coordination, scheduling and content preparation.

• Upload, title, tag, and publish recordings and resources in the Membership Resource and Recording Library in Circle according to established standards. 

• Update SOPs promptly whenever a workflow, platform, automation, communication sequence, or ownership model changes. 

• Assist with general administrative tasks related to membership management, including summit coordination, member database maintenance, and documentation.

• Hosting coverage when needed.

3. Facilitator Coordination:

• Manage and coordinate volunteer facilitators, allocating sessions, being their point of contact and ensuring they are well-prepared for the sessions they are facilitating. 

• Maintain complete facilitator records, including session assignment, attendance, feedback, completed reports, outstanding actions, and follow-up needs. 

• Collect, review, and file session and facilitator reports for completeness, accuracy, and required follow-up before closing them. 

4. Speaker Coordination:

• Support the Membership Director with speaker research, outreach, booking, scheduling, confirmation, preparation, and post-event follow-up. 

• Send and track speaker invitations, calendar holds, confirmation emails, reminder emails, asset requests, biographies, headshots, slides, workbooks, and handouts.

• Ensure speaker materials meet our standards before publication and are stored in the correct central location.

• Coordinate collection of testimonials, speaker thank-yous, post-session feedback, and all required follow-up communications.

KEY COMPETENCIES

Ownership and follow-through

You take responsibility for outcomes, not just tasks. You close loops, verify delivery, track follow-up, and do not consider work complete until the intended result has been achieved.

You’re proactive

You keep the team informed without being asked. You surface risks early, seek clarification, communicate delays immediately, and propose a recovery plan when a problem arises.

Detail and quality orientation

You are meticulous with links, access, dates, time zones, lists, group assignments, reports, and member communications. You use checklists and testing to prevent avoidable errors.

Member and stakeholder care

You communicate with warmth, professionalism, and urgency. You understand that incomplete follow-up, missed reminders, or unclear information can damage a member’s or facilitator’s experience.

Adaptability

You can handle shifting priorities while protecting critical recurring work. You know how to distinguish urgent tasks from important tasks and ask for direction when priorities conflict.

Confidence in live settings

You are comfortable hosting and supporting online sessions, communicating calmly in front of groups, solving basic technical issues, and representing us professionally.

BENEFITS

• Flexible working hours, with at least 50% overlap with Eastern Time / New York business hours.

• Fully remote work environment.

• Access to our events, training, and expert-led learning experiences.

• Annual professional-development plan and training budget.

• Unlimited Time Off, subject to advance coordination and continued coverage of critical member-facing responsibilities.

• Opportunity to work in a mission-driven, creative, collaborative, global team.

HOW TO APPLY

Please fill out this  APPLICATION FORM, following the instructions outlined. 

In this application, you’ll do the following:

1. Fill out basic information.

2. Upload your resume/CV.

3. Submit a cover video describing why you would like to work with us, and what specifically qualifies you for this position. This video should range between 2-3 minutes.