Remote Membership Coordinator | Flexible Hours & Unlimited PTO

Mosaec; Northern (KY); Hybrid; USD 25,000 - 31,000; Full time

Benefits offered by this job

Flexible working hours

Fully remote environment

Training budget

Job summary

Mosaec is seeking a remotely-based Membership Coordinator to help manage and coordinate our membership programs and community engagement initiatives. You will support planning, scheduling, and live session logistics while ensuring timely communication with members and facilitators.

You will coordinate volunteer facilitators, host live sessions on Zoom, and maintain accurate records across calendars, SOPs, and member data.

Qualifications

• Your main responsibility is to support, coordinate and execute membership delivery administrative tasks, ensuring agreed program milestones are met.
• Coordinate the operational delivery of membership sessions, coaching circles, learning experiences, workshops, and summits.
• Manage volunteer facilitators and provide live session support.

Responsibilities

• Own the day-to-day coordination of assigned membership programs, projects, communications, and recurring administrative workflows.
• Build, maintain, and update project plans, task lists, deadlines, owners, dependencies, and status updates in Asana.
• Ensure every assigned task has a clear owner, deadline, intended outcome, and documented completion status.
• Provide daily updates on weekly priorities, progress, risks, blockers, and next steps in the designated Membership team channel or project-management system.
• Schedule meetings; prepare agendas, materials, and links; capture decisions and action items; and distribute follow-up notes promptly.
• Maintain an accurate membership operations calendar covering sessions, facilitator commitments, speaker commitments, member communications, reminders, deadlines, and follow-up requirements.
• Identify repetitive manual work and recommend or implement approved automations to improve accuracy, timeliness, and efficiency.
• Collaborate with the Membership Team on delivery, design & development processes.
• Acknowledge all member, facilitator, speaker, and internal emails within 24–48 business hours, even when a full resolution requires more time.
• Escalate sensitive member issues, complaints, refund/payment concerns, access problems, or unresolved requests to the Membership Manager promptly.
• Coordinate the operational delivery of membership sessions, coaching circles, learning experiences, workshops, and summits.
• Complete quality assurance before any member-facing launch or send, including testing registration links, access permissions, invite links, reminders, automations, quiz links, recordings, and resource downloads in a test account where applicable.
• Coordinate and compile new member and cancellation data, ensuring timely and relevant information is shared across teams.
• Support the delivery of live membership sessions on Zoom, including session hosting, logistical coordination, scheduling and content preparation.
• Upload, title, tag, and publish recordings and resources in the Membership Resource and Recording Library in Circle according to established standards.
• Update SOPs promptly whenever a workflow, platform, automation, communication sequence, or ownership model changes.
• Assist with general administrative tasks related to membership management, including summit coordination, member database maintenance, and documentation.
• Hosting coverage when needed.
• Facilitator Coordination: Manage and coordinate volunteer facilitators, allocating sessions, being their point of contact and ensuring they are well-prepared for the sessions they are facilitating.
• Maintain complete facilitator records, including session assignment, attendance, feedback, completed reports, outstanding actions, and follow-up needs.
• Collect, review, and file session and facilitator reports for completeness, accuracy, and required follow-up before closing them.
• Speaker Coordination: Support the Membership Director with speaker research, outreach, booking, scheduling, confirmation, preparation, and post-event follow-up.
• Send and track speaker invitations, calendar holds, confirmation emails, reminder emails, asset requests, biographies, headshots, slides, workbooks, and handouts.
• Ensure speaker materials meet our standards before publication and are stored in the correct central location.
• Coordinate collection of testimonials, speaker thank-yous, post-session feedback, and all required follow-up communications.

Skills

Organization

Attention to detail

Follow-up

Communication

Proactive

Tools

Asana

Job description

Mosaec is seeking a remotely-based Membership Coordinator to help manage and coordinate our membership programs and community engagement initiatives. You will support planning, scheduling, and live session logistics while ensuring timely communication with members and facilitators.

You will coordinate volunteer facilitators, host live sessions on Zoom, and maintain accurate records across calendars, SOPs, and member data.