Membership Administrative Assistant

Civica Associations Conferences & Exhibitions; Centennial (CO); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Health, vision, dental insurance

Company-funded HSA

401(k) retirement plan

Dues for up to two professional assoc.

Education program support

Job summary

Civica Management is seeking a Membership Administrative Assistant to join our Centennial, CO team in-person. You will support membership and executive teams, handle mail, scheduling, and event logistics, and maintain databases and websites as needed.

The role emphasizes attention to detail, customer service, and the ability to work independently within a collaborative team. On-site presence in Centennial is required and benefits accompany the compensation.

Qualifications

• Excellent attention to detail and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Comfortable learning new platforms and systems quickly.
• Experience with membership databases or website CMS platforms is a plus.
• Prior experience in customer service in nonprofit or membership environments preferred.
• On-site work at Centennial, CO required.
• Ability to work independently and in a team.

Responsibilities

• Handle mail, shipping, and receiving and fulfill member orders promptly.
• Maintain and reorder office and event supplies and equipment.
• Track event items like swag, badges, and materials.
• Coordinate conference rooms and catering for meetings.
• Assist with scheduling staff and client meetings.
• Provide logistical support for off-site events and check-out tech.
• Maintain client storage spaces and inventories.
• Deliver admin support across associations to ensure daily operations run smoothly.
• Support executive and membership teams with special projects.

Skills

Attention to detail

Communication skills

MS Office proficiency

Adaptability

Nonprofit membership exp

Education

High school diploma or equivalent

Tools

CMS platforms

MS Office

Job description

Job Title: Membership Administrative Assistant
Location: Centennial, CO (On-site required)
Compensation: $20/hour + Benefits

About the Role
Civica Management is seeking a Membership Administrative Assistant to join our collaborative and fast-paced team. This position plays a key role in supporting our membership and executive teams, contributing to the success of multiple nonprofit associations. Based in our Centennial, CO office, this is an in-person role essential to delivering exceptional service and seamless operations for our clients.

The ideal candidate is detail-oriented, tech-savvy, and committed to providing outstanding customer service. You will serve as a dependable point of contact for members, vendors, and internal team members - ensuring efficient communication and smooth daily operations.

Key Responsibilities

Administrative & Team Support

• Handle incoming and outgoing mail, shipping, and receiving

• Fulfill member orders promptly and accurately

• Maintain and reorder office and event supplies, materials, and equipment

• Track and manage event-related items including swag, awards, name badges, and other materials

• Reserve and prepare conference rooms; coordinate catering and printed materials for meetings

• Assist with scheduling and calendar coordination for staff and client meetings

• Provide logistical support for off-site events, including printing, assembling, and packing materials

• Manage technology and equipment check-out for conferences and client events

• Maintain and organize client storage spaces and inventories

• Deliver administrative support across a portfolio of associations to ensure day-to-day operations run smoothly

Note: This role includes a wide variety of duties; other related tasks may be assigned as needed.

Customer Service

• Serve as secondary support for member inquiries (via phone, email, or ticket system), ensuring timely and courteous responses

• Escalate complex or time-sensitive requests to appropriate team members

Website & Database Management

• Perform routine updates to client websites, ensuring content accuracy and timeliness

• Assist with building and testing online forms, surveys, and email communications

• Maintain up-to-date member data by managing bounced emails and correcting outdated records

• Assist with ongoing database maintenance and data integrity efforts

Other Duties as Assigned

• Support executive and membership teams with additional administrative projects as needed

Qualifications

• Excellent attention to detail and ability to manage multiple priorities

• Strong written and verbal communication skills

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

• Comfortable learning new platforms and systems quickly

• Experience with membership databases or website CMS platforms is a plus

• Prior experience in customer service, especially in nonprofit or membership-based environments, is preferred

• Must be able to work on-site at our Centennial, CO office

• Ability to work both independently and as part of a collaborative team in a dynamic environment

Benefits

• Company culture centered on freedom and responsibility

• Competitive compensation

• Eligibility for company ownership after one year of employment

• Health, vision, and dental insurance

• Company-funded Health Savings Account (HSA)

• Partial reimbursement for personal cell phone use

• 401(k) retirement plan

• Paid dues for up to two professional association memberships annually

• Support for attending educational programs (with manager approval)

About Civica

Civica Management is a medium-sized, innovative association management company supporting clients across health care, education, public safety, and more. Our energetic and expanding team is passionate about delivering top-tier service to the nonprofit organizations we serve.

Education:
High school diploma or equivalent preferred