Administrative Manager

Position : Member Experience and Event Specialist

Hybrid in Oakland, CA

Salary : $80,000 - $100,000

Position Overview :

Our client is seeking a Member Experience and Event Specialist to design and coordinate exceptional learning and professional meeting experiences for our members.

This role will focus on supporting national expansion efforts, creating restorative learning opportunities, and managing member requests across geographic and cultural differences.

This position is primarily an event planning and project-management position, with some modest program support responsibilities.

A strong emphasis will be placed on detail-oriented event planning, contract management, coordination, and concise written communication.

You will coordinate partnerships with vendors, including hotels, food service providers, and airlines, graphic designers, subject matter experts, and administrative professionals under the guidance of the Executive Director and management team.

This position will manage confidential information about members and vendors and should have experience professionally handling sensitive information.

Our client currently hosts approximately 40 in-person events per year (50% in the Bay Area, 50% nationally), as well as multiple virtual events per month.

Key Responsibilities :

1. Event Planning and Execution :

• Plan, organize, and execute unique professional meetings and restorative learning experiences that align with mission and support national expansion.
• Collaborate with the Executive Director and management team to develop engaging experiences, recruitment materials, and attendee correspondence incorporating powerful visuals that resonate across diverse cultural contexts.
• Provide on-site event management and site support for events

2. Member Support :

• Serve as the primary point of contact for members, supporting recruitment, responding to inquiries and coordinating custom service requests with attention to detail and cultural sensitivity.
• Foster positive relationships with members from various backgrounds to enhance their engagement and satisfaction with company's offerings.

3. Vendor Partnerships :

• Identify, coordinate, and manage vendor partnerships with hotels, food service providers, airlines, graphic designers, subject matter experts, administrative professionals and other relevant service providers to support events in different geographic locations.
• Negotiate contracts and maintain strong relationships with these vendors to ensure high-quality service delivery and seamless event execution.

4. Coordination with Subject Matter Experts :

• Coordinate with contracted trainers and curriculum experts to deliver training sessions, workshops, and other educational opportunities for members, ensuring relevance and cultural appropriateness.
• Convene subject matter experts to design and implement training content, at times supporting their development of materials through research, concise business writing and compelling visuals to communicate key concepts effectively.

5. Feedback and Improvement :

• Gather feedback from members on events and experiences, using insights to continuously improve offerings.
• Monitor and evaluate the effectiveness of programs and events, making recommendations for future processes that support national expansion.

Qualifications :

• Bachelor's degree in Event Management, Hospitality, Education, Communications, or a related field.
• 3+ years of experience in event planning, member services, or a similar role, preferably within a training or membership network.
• Strong organizational and time management skills, with the ability to manage multiple projects and priorities effectively.
• Exceptional attention to detail and note-taking in fast paced meetings and discussions
• Excellent communication and interpersonal skills, with a focus on building positive relationships across geographic and cultural differences.
• Proficiency in event management software, design tools (e.g., Canva, PowerPoint), and Microsoft Office Suite.
• Experience working with vendor partnerships

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.

We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.