Membership and Operations Coordinator

The Council of State Governments; Lombard (IL); On-site; USD 55,000 - 58,000; Full time

Job summary

The Council of State Governments is seeking a Membership and Meetings Coordinator to handle administrative workflow, data mgmt, and event registration for Midwest meetings in Lombard, IL. You will be the primary contact for inquiries, manage the member database, and coordinate committee appointments.

You will support travel logistics, prepare materials, and assist staff with event execution in a fast-paced, nonpartisan environment that serves state governments across the region.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three years of office management/administration experience.
• Proficiency in office technology usage and database management.
• Membership association and event management or support experience preferred.

Responsibilities

• Serve as primary contact for incoming office communications and direct inquiries.
• Manage member database, update records, generate reports, and troubleshoot.
• Coordinate committee appointments, track responses, and roster creation.
• Lead in-person and virtual event registration with data accuracy and analytics.
• Provide logistical support for meetings and travel arrangements.
• Staff on-site event support for meetings and programs.
• Prepare meeting materials and administrative resources.
• Assist with travel logistics for staff and participants.

Skills

Customer service

Team collaboration

Writing & editing

Project organization

Microsoft Office

Databases (Quorum/Cvent)

WordPress

Professional communication

Work ethic

Self-motivation

Interpersonal skills

Public service

Education

Bachelor's degree preferred

Related field preferred

Three years of office management/administration experience

Tools

Quorum

Cvent

WordPress

Job description

The Council of State Governments is the nation's only nonpartisan association of state officials serving all three branches of government in all 50 states and the U.S. territories. CSG is a region-based, national organization that promotes excellence in state government. CSG Midwest focuses on meeting the needs of state policymakers and leaders in the 11 Midwestern states Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Nebraska, North Dakota, Ohio, South Dakota and Wisconsin. In addition, four Canadian provinces: Alberta, Manitoba, Ontario and Saskatchewan are members or affiliate members of CSG Midwest's Midwestern Legislative Conference. To learn more about careers at CSG, and about our comprehensive benefit offerings, including medical, dental, vision, retirement, paid time off, PSLF eligibility and more, please visit our website here.

Job Summary

The Membership and Meetings Coordinator is responsible for the administrative workflow and data management of members, private sector partners, and other key stakeholders. This position serves as the registration manager for all CSG Midwest events and provides logistical support for the successful execution of organizational events and meetings. This position fields incoming inquiries and serves as an initial point of contact for members. This position provides proactive operational support to all staff in carrying out essential duties and functions in a fast-paced environment. This position contributes to the continuous improvement of operational processes and event experiences.

Essential Duties And Responsibilities

Event Operations and Membership Support

• Serves as primary point of contact for incoming office communications and directs inquiries appropriately.
• Serves as the primary database manager, which includes updating records, creating reports, running queries, using the database to track member information and activities, and troubleshooting as necessary.
• Coordinates the administrative process for committee appointments, including sending appointment request letters, tracking responses, inputting appointments into the database, and creating committee rosters.
• Leads the meeting registration for in-person and virtual events, ensuring data accuracy, process efficiency and a seamless user experience. This includes configuration of registration platforms, real-time monitoring and reporting, and post-event data analysis.
• Assists in the logistical planning, coordination, and execution of the organization's meetings.
• Serves as on-stie event staff support for assigned meetings, conferences, and programs.
• Prepares meeting materials, correspondence, and other administrative resources that support organizational meetings, programs, and events.
• Assists meeting planners with travel and logistics for staff and meeting participants, including transportation and housing arrangements.

Administrative Operations

• Collaborates with and supports colleagues to ensure successful organization objectives.
• Provides general administrative support, including but not limited to, answering phones, making appointments, document production, ordering supplies, assembling mailings, file maintenance, and processing incoming/outgoing shipments.
• Supports staff travel arrangements and logistics for meetings, programs, and state visits.
• Assists with office operations, inventory management, vendor communication, facility support, and supply procurement.
• Maintains office shipping and postage processes.
• Maintains internal staff directories and designated administrative systems.
• Supports general organizational operations and member service functions as assigned.

Skills And Abilities

• Professional demeanor and excellent customer service and interpersonal skills with both internal and external partners.
• Ability to work effectively in a highly collaborative team environment as well as independently.
• Strong writing and editing skills.
• Ability to organize, prioritize, and complete multiple projects in a detail-oriented manner to meet schedule and timelines.
• Advanced computer skills, specifically in Microsoft Excel, Word, Teams, SharePoint and Outlook.
• Demonstrated database experience (Quorum and Cvent a plus); desire, willingness, and ability to learn new database programs essential.
• Experience with website maintenance (WordPress a plus).
• Ability to communicate, both verbally and in writing, with business contacts and legislators in a courteous and professional manner.
• Excellent work ethic, dependable, resourceful, and willing to work some evening and weekends as events may require.
• Self-motivated, able to take initiative and see complex tasks through completion.
• Strong interpersonal skills including self-awareness, sensitivity and valuing others.
• Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds.

Education And Experience Requirements

• Bachelor's degree preferred, or equivalent combination of education and experience.
• Concentration in business, business management, executive administration, or related field preferred.
• Three years' experience in office management/administration or comparable position.
• Proficiency in office technology usage and database management.
• Demonstrated commitment to superior and effective customer service.
• Membership association and event management or support experience (including meeting registration) preferred.

Compensation

The salary range for this position, based in the Chicago (Lombard), IL area is $55,000 to $58,000. This salary range is subject to change based on work location and market conditions.

Equal opportunity employer as to all protected groups, including protected veterans and individuals with disabilities.