Membership & Events Coordinator - Middlesex West Chamber

Middlesex West Chamber of Commerce
Job Description
The Middlesex West Chamber of Commerce seeks an outgoing, team player to organize, coordinate and assist with all details and logistics for the organization’s programs and events. In this part-time (20 hours/week, flexible, $16hr) position, the successful candidate assists with membership development, invoicing and accounts receivable functions, some marketing and social media, and attends all events. The candidate must have strong computer skills and have an aptitude for easily learning new software.  Bookkeeping and invoicing experience are a plus. The position reports to the Executive Director. If you are a self-starter, with excellent communication and organizational skills, and can adapt to a fast-paced, changing environment, please send cover letter and resume to: (local candidates only).
The Middlesex West Chamber is a regional Chamber serving the towns of Acton, Boxborough, Carlisle, Concord, Littleton, Maynard, Stow and Westford, Massachusetts and is a 501 (C) 6 not-for-profit business organization whose mission is to strengthen our communities by voicing support for and advocating the promotion of business.

Outline of Responsibilities
Marketing & Events Planning-
  • With the Executive Director, planning calendar of events and programs for host businesses throughout the year.
  • Planning and managing monthly events with host businesses and keeping Executive Director updated regarding reservation agreements throughout the year. 
The following events are a scheduled part of the calendar year for the Chamber:
  • BBCN-Business Breakfast Club Networking (most months)
  • BAH- Business After Hours Networking (most months)
  • PWN –Professional Women’s Networking (quarterly)
  • Biz Ed. - Business Education Seminars / Lunch & Learns (most months)
  • VOM - Value of Membership (quarterly)
  • Ribbon Cuttings (monthly as requested)
The Events/Membership Coordinator, with direct communication and coordination with the Executive Director, is tasked with securing the host businesses for each of the above events and subsequent promotion and on-site management of the events.  These processes include, but are not limited to:
  • Sending and receiving a signed copy of the reservation agreement to member business to host an event.
  • Sending them a logistics sheet outlining needs for the event.
  • Set up Event Page and Registration on Chamber Master.
  • Follow up with any speakers who may be presenting at events.
  • Ensuring all registrants have paid in advance or are on a list for payment to be collected at the event, or are invoiced for payment.
  • Responsible for recording of payment in Chamber Master Database.
  • Setting up signage and other event layout requirements.
  • Bringing registration list to event and managing the process of attendees signing in and collecting outstanding payments.
  • After each event, completing the registration list and sending it to all member participants along with adding attending guests to the Chamber’s prospect list.
  • Track Event Metrics and Attendance for all events as needed by Executive Director for reporting to the Board of Directors.
  • Filing list of attendees for each event both in soft and hard copy.
  • Writing thank you note to host business and speakers via e-mail or postal mail. 
With the direct involvement of the Executive Director, the Events/Membership Coordinator, works to coordinate the following signature events:
  • Annual Meeting and Luncheon (February)
  • Awards Celebration and Scholarship Fundraiser (April)
  • Taste of Middlesex (November)
  • Summer Chamberfest (July)
  • Any other major events that may be scheduled as the year progresses
The Events/Membership Coordinator will schedule and participate in committee meetings for signature events. The Events/Membership Coordinator will follow-up to ensure that Committee meeting minutes for the signature events are filed at the Office for reporting to the Board of Directors.
Membership –
The Events/Membership Coordinator has the following responsibilities related to new and renewing memberships:
  • Invoicing of membership dues as new members apply, including pro-rated invoicing
  • Invoicing of renewing members, including managing pro-rated invoicing for any renewing members.
  • Follow up calls/e-mails to members for late payments or unpaid dues.
  • Processing of membership dues payments through Chamber Master Database and the depositing of payments in the bank.
  • Maintain accurate membership information in Chamber Master Database.
  • Relationship Management as needed with members who have specific concerns or needs.
Office Duties –
Office duties include, but are not limited to:
  • Complete Certificates of Origin documents and collect payment when necessary.
  • Maintain the schedule and coordinate promotion of monthly Small Business Development Council Senior Advisor’s schedule.  Complete reminder calls to scheduled appointments.
  • Attend to walk-in inquiries as needed.
  • Answer and attend to office phones as needed.
Manage other office needs as they arise with the Executive Director.
Contact Information