Community & Operations Coordinator Job Troy area,New York USA,Administrative/Clerical

Job Description & How to Apply Below

Membership Administration & Member Experience

Maintain accurate membership records and data across PEWIN's CRM and related systems, including PEWIN and ASCEND participants.
Coordinate weekly membership nominations, approvals, onboarding, and related communications in collaboration with the Membership Committee and PEWIN team.
Serve as a responsive and professional point of contact for members and prospective members, assisting with inquiries through PEWIN's support mailbox.
Support membership engagement, renewal campaigns, chapter launches, and outreach initiatives.
Conduct regular database reviews, identify inconsistencies, and ensure the integrity of member records and reporting.
Help identify opportunities to improve membership processes and enhance the overall member experience.

Event Coordination & Logistics

Coordinate the administrative and logistical elements of PEWIN's regional, global, and virtual events, working closely with the Director of Community & Engagement, chapter leaders, and external partners.
Manage event calendars, invitations, registration, attendance tracking, reminders, and participant communications.
Assist with venue coordination, catering arrangements, vendor communications, and other logistical requirements.
Monitor and report on registration activity and support efforts to maximize participation.
Provide on-site support for selected in-person events, as needed.
Coordinate post-event activities, including attendance reconciliation, follow-up communications, surveys, and social media content support.

Program & Community Support

Provide administrative and coordination support for PEWIN's signature initiatives, including ASCEND, Pinklight, Circles, and virtual programming.
Maintain participant records, coordinate communications, track engagement, and support program logistics.
Assist with surveys, feedback collection, and preparation of program reports.
Work collaboratively with staff and volunteer leaders to ensure participants receive timely information and a consistently high-quality experience.
Maintain and update PEWIN's Job Board, including publishing approved opportunities and removing expired listings.

Reporting, Systems & Process Improvement

Prepare accurate and timely reports on membership, event participation, program activity, and other operational metrics.
Maintain organized documentation, shared files, project trackers, and operational records.
Support the effective use of PEWIN's technology platforms, including its CRM, website, event management tools, and communication systems.
Identify opportunities to streamline administrative workflows, improve data accuracy, and enhance team efficiency via AI tools and other technologies.
Assist with special projects and organizational initiatives as priorities evolve.

Administrative & Organizational Support

Provide administrative support to the Chief Operating Officer, including scheduling, meeting coordination, document preparation, and follow-up.
Assist with routine operational and financial administration
Draft, edit, and proofread correspondence, member communications, and other organizational materials.
Maintain and update content on the PEWIN website, including events, programs, member resources, and organizational information.
Support other administrative and operational priorities as needed in a small, collaborative team environment.

Skills & Experience

Bachelor's degree or equivalent relevant experience.
Demonstrated experience in operations, administration, membership services, event coordination, project coordination, or a related area. Relevant experience may include professional roles, internships, volunteer leadership, or other organizational responsibilities.
Exceptional organizational skills, attention to detail, and ability to manage multiple assignments and deadlines simultaneously.
A strong sense of ownership, reliability, and follow-through, with the ability to work independently and keep projects moving.
Excellent written and verbal communication skills, including professional correspondence, proofreading, and clear, timely responses.
Strong interpersonal skills and a service-oriented approach to working with members, colleagues, volunteers, and external partners.
Resourcefulness, sound judgment, and the ability to learn quickly, solve problems, and adapt to changing priorities.
Comfort with technology, data management, spreadsheets, and learning new digital platforms.
Proficiency with Google Workspace and/or Microsoft Office, particularly spreadsheets,…