Membership Operations Coordinator (EA to Executive Directors)
Title: Membership Operations Coordinator (EA to Executive Directors)
Location: Hybrid (NYC preferred)
Reports to: Executive Director(s) + dotted line to RevOps
Role Overview
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
2–5 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 30–60 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