Community Relationships Coordinator

Exit Planning Institute; Cleveland (OH); On-site; USD 40,000 - 60,000; Full time

Job summary

Exit Planning Institute (EPI) in Cleveland, OH seeks a Community Relationships Coordinator to support Chapter Network operations, events, and member experiences. You will manage administrative tasks, calendars, communications, and documentation while coordinating with the Manager of Community Relationships to ensure consistent, high‑quality program delivery for EPI community initiatives.

The role emphasizes organization, process improvement, and collaboration with internal teams, including VIP

Qualifications

• Experience coordinating chapters or networks
• Strong administrative and organizational skills
• Ability to manage multiple projects and deadlines
• Excellent communication and stakeholder management

Responsibilities

• Serve as the primary administrative and operational resource for the EPI Chapter Network.
• Maintain Chapter records, calendars, documentation, and operational files.
• Coordinate Chapter compliance deadlines, submissions, and launch materials.
• Support event management and attendee experiences for Chapter meetings and webinars.
• Assist with Member Center updates and access to Chapter resources.
• Collaborate with Marketing to coordinate event assets and communications.
• Provide financial tracking, invoicing, and reporting in partnership with Finance.

Job description

The Community Relationships Coordinator is responsible for the day-to-day operations and administrative support of the Exit Planning Institute (EPI) Chapter Network and broader Community Relationships function. This role serves as the primary operational resource for Chapter Presidents and internal teams by coordinating Chapter administration, event management, financial tracking, reporting, communications, and organizational processes.

The Community Relationships Coordinator works closely with the Manager of Community Relationships to ensure the successful execution of departmental strategies and initiatives while maintaining consistency, organization, and an exceptional experience for the EPI community. The Coordinator also provides administrative and logistical support for EPI's broader VIP CEPA community, including the Thought Leadership Council, EPI Faculty, and Chapter Presidents.

The Community Relationships Coordinator reports to the Manager of Community Relationships.

Responsibilities

1. Chapter Operations & Administration

• Serve as the primary administrative and operational resource for the EPI Chapter Network by managing daily operational tasks and responding to routine questions from Chapter Presidents and internal departments.
• Maintain Chapter records, contact information, distribution lists, calendars, documentation, and operational files to ensure information remains accurate and up to date.
• Coordinate Chapter compliance by tracking deadlines, required submissions, scorecards, curriculum materials, and other operational requirements while proactively following up with Chapter leaders as needed.
• Escalate Chapter performance concerns, policy exceptions, leadership issues, and other matters requiring strategic direction to the Manager of Community Relationships.
• Support the administration of new Chapter launches by coordinating documentation, timelines, resources, and launch materials throughout the implementation process.
• Maintain departmental standard operating procedures (SOPs), templates, and organizational documentation to promote consistency and operational efficiency.

2. Event & Member Experience Administration

• Build, update, and maintain Chapter events within Accelevents, including registration pages, event details, speakers, continuing education information, and supporting documentation.
• Process event modifications and requests while ensuring all Chapter events meet EPI standards for branding, accuracy, and attendee experience.
• Coordinate administrative and logistical support for Chapter meetings, Presidents Circle calls, webinars, Chapter launches, and other community events before, during, and after execution.
• Assist with Member Center updates by uploading resources, maintaining Chapter materials, and ensuring members have access to current information.
• Partner with the Marketing team by coordinating event information, marketing requests, and quality assurance of event assets and communications.
• Provide administrative and logistical support for engagement initiatives involving EPI's broader VIP CEPA community, including the Thought Leadership Council, EPI Faculty, and Chapter Presidents.

3. Financial & Membership Administration

• Maintain Chapter financial records and coordinate payment tracking, reimbursement documentation, and financial reporting in partnership with the Manager of Community Relationships and internal Finance resources.
• Coordinate membership and sponsorship administration, including invoicing, renewals, tracking active agreements, and maintaining accurate records.
• Process payment approvals and assist with financial reconciliation to ensure timely and accurate processing of Chapter-related expenses.
• Monitor outstanding invoices and support collection efforts by coordinating routine communications with Chapter leaders and sponsors regarding payment status, escalating issues as appropriate.
• Maintain accurate financial documentation and support budget tracking for Chapter activities and community initiatives.

4. Data Management, Reporting & Communications

• Maintain accurate Chapter performance data and recurring dashboards used to track attendance, registrations, compliance, membership activity, sponsorship, and other established Chapter Network key performance indicators (KPIs).
• Maintain CRM records, mailing lists, contact databases, and data integrity through routine audits, imports, updates, and list maintenance.
• Prepare and distribute Chapter communications, operational updates, meeting reminders, reports, and other departmental correspondence with accuracy and professionalism.
• Support leadership reporting by compiling operational data, attendance metrics, and Chapter performance information for review by the Manager of Community Relationships and organizational leadership.
• Monitor shared departmental inboxes and respond to routine inquiries from Chapter Presidents, members, partners, and internal teams while escalating relationship, performance, or strategic issues as appropriate.

5. Department Support & Collaboration

• Provide administrative and logistical support for departmental initiatives, special projects, annual planning efforts, and strategic programs led by the Manager of Community Relationships.
• Collaborate closely with internal teams to ensure seamless coordination across organizational and community initiatives.
• Assist in preparing meeting agendas, presentations, reports, and supporting materials for internal meetings and Chapter leadership sessions.
• Identify opportunities to improve departmental workflows, operational processes, and administrative efficiencies through continuous process improvement.
• Perform additional duties and special projects as assigned in support of EPI's mission, strategic objectives, and continued growth.