Membership Administrative Assistant - Civica Associations Conferences & Exhibitions

Civica Management is accepting applications for a Membership Administrative Assistant to provide critical support to our membership and executive teams, contributing to the success of multiple nonprofit associations. The role requires in-office attendance at our Centennial, CO location.

The ideal candidate will be highly organized, detail-oriented, and capable of providing excellent customer service to our nonprofit clients, their members, and prospective members. You will interact with stakeholders through timely, professional, and accurate communication, ensuring a smooth and efficient experience.

Team Support

• Handle shipping, collecting mail, and unpacking boxes as necessary
• Promptly fulfill member orders, ensuring accuracy and timeliness
• Maintain and order office materials, supplies, and equipment
• Order and track swag, awards, name badges, and other client/event materials
• Reserve and set up conference rooms for meetings; coordinate food, beverages, and printed materials as needed
• Assist in coordinating meetings, calendars, and schedules for team members and clients
• Provide logistical support by printing, assembling, and packing materials for off-site conferences and events
• Manage technology and equipment check-out for conferences and other off-site events
• Oversee client storage space and inventory
• Provide day-to-day administrative support across multiple associations, ensuring smooth operations
• Duties listed above reflect the different types of work that may be performed. The omission of any specific duty will not prevent the assignment of work that is appropriately related to this position.

Customer Service

• Act as the second line of defense, after the Membership Customer Service Specialist, to respond to member inquiries via phone, email, or ticketing system with professionalism and courtesy
• Escalate more complex or urgent inquiries to the appropriate team member for resolution

Website & Database

• Perform regular website updates, ensuring content is current and accurate
• Build, test, and troubleshoot forms, surveys, and emails as requested
• Maintain accurate member records by handling bounced emails, correcting, or deleting outdated information
• Database cleanup and ongoing database maintenance

Other Duties as Assigned

• Perform additional administrative tasks or projects as requested by the executive or membership teams

Qualifications/Skills:

• Strong attention to detail and ability to manage multiple tasks and priorities simultaneously
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Technologically literate with the ability to quickly learn and adapt to new software and platforms
• Experience with membership management systems and website content management is preferred
• Customer service experience in a nonprofit or membership-based environment is a plus
• Must be available to work on-site at our Centennial, CO office
• Ability to work independently and collaboratively in a fast-paced environment

Benefits:

• Corporate culture of freedom & responsibility
• Compensation commensurate with experience
• Employees who work a year or more receive an economic interest in the company (expires if you leave our employ)
• Health insurance & company-funded Health Savings Accounts
• Vision coverage
• Dental coverage
• Partial cell phone reimbursement
• 401k
• Up to two industry membership dues are paid annually
• Company support of the cost of attending educational programs, as approved by a manager

Civica Associations Conferences & Exhibitions -- http://www.civicamanagement.com -- is a medium-sized, innovative association management company, with clients in many sectors, including health care, education, and public safety. We are a fast-paced office, expanding, and need additional support to help us manage and deliver the highest level of service to our clients.

Pay:

$20 an hour plus benefits

Education:

High school or equivalent (Preferred)