The Membership Management and Special Events Coordinator plays a key role in supporting the mission of the organization. Under the direction of the Executive Director, this position ensures member engagement, seamless event execution, and effective communication with the community and stakeholders.
Membership Management:
· Maintain and update the membership new database, NEON, tracking renewals and synchronizing with communication tools such as Constant Contact.
· Work with the Executive Director and Membership Committee to recruit new members and maintain current memberships through outreach campaigns and personal engagement.
· Recommend design and collaborate with graphic designer to implement annual membership campaigns, including crafting solicitation letters and managing mailings.
· Respond promptly and courteously to inquiries via phone, email, and in person.
· Coordinate with the Executive Director to cultivate relationships with donors and support fundraising initiatives.
Special Events Coordination:
· Plan and execute special programming, such as membership events, creative conversations and fundraising initiatives, ensuring high-quality experiences for participants.
· Organize logistics, including venue selection, décor, refreshments, and equipment rentals.
· Coordinate mailings, RSVPs, and pre-payments for event attendees.
· Recruit, train, and manage event volunteers.
· Prepare post-event summaries, including financial reports on income and expenses.
Publications and Marketing:
· Compile, write, edit and publish cultural and arts events calendar from Key Largo to Key West utilizing Constant Contact and/or Neon weekly. Update on-line calendar monthly.
· Assist in the design and distribution of promotional materials, including event flyers, brochures, and newsletters.
· Support the maintenance of the organization’s website and social media platforms to highlight events, membership opportunities, and community initiatives.
· Deliver printed publications to targeted businesses, galleries, and community spaces.
General Office Support:
· Answer phone calls, greet visitors, provide information about programs and events.
· Assist with bulk mailings and maintain organized office files and supplies.
Qualifications:
· Proven experience in membership management, event coordination, or a related field.
· Strong organizational and multitasking skills, with attention to detail.
· Non-profit experience and knowledge of Keys cultural community.
· Excellent interpersonal and communication skills.
· Proficiency in office software (e.g., Microsoft Office Suite, database tools)
· Ability to work independently and as part of a collaborative team.
· Flexibility to work evenings and weekends as required for events.
Preferred Skills:
· Knowledge of social media platforms and email marketing tools.
· Familiarity with grant applications and reporting processes.
Working Conditions: This is a part-time plus position requiring approximately 20-30 hours per week, with additional hours during peak event periods. Hybrid schedule with in office and remote work opportunities. The role may involve occasional physical tasks, such as setting up event spaces or transporting materials.
Job Type: Part-time
Pay: $28.00 - $32.00 per hour
Expected hours: 20 – 30 per week
Benefits:
- Flexible schedule
- Health savings account
- Paid time off
- Professional development assistance
Schedule:
- Choose your own hours
- Monday to Friday
Work Location: Hybrid remote in Key West, FL 33040
