Membership Administrator

POSITION SUMMARY

We’re looking for a driven professional who can strategically handle the day to day duties of membership! The right person for this role will be a team player but also able to work independently, an excellent communicator and extremely detailed oriented. This role will play a huge part in making sure applications and legal contracts for our Executive Coaches (Also known as Chairs) are processed accurately in a timely manner. 

This is an excellent opportunity for professionals who are ready to accelerate their career while working for a well-established, growing company with plenty of room for advancement.  

THE COMPANY 

Vistage is the world’s largest CEO coaching and peer advisory organization for small and midsize business (SMB) leaders. We offer the most effective approach for SMB enterprises to achieve better results and grow faster as well as for SMB leaders to maximize their impact. 

The 45,000 members we serve are CEOs, owners and executives of SMB organizations located across the US and in 35 counties around the world. These SMB executives typically spend a day or more with Vistage every month to immerse themselves in our comprehensive platform for making better decisions, getting better results and becoming better leaders. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), and deep insights from subject matter experts. 

Vistage was founded more than 65 years ago and we’ve grown every year since then by innovating to stay on the cutting-edge of business and being relentless in delivering value to our members. Our success is demonstrated by the fact that Vistage member companies grow 2.2 times faster than non-Vistage peer companies. Learn more about us at www.vistage.com. 

VISTAGE EMPLOYEE LIFE 

Vistage’s success is anchored by a unique culture which reinforces employee commitment to the Vistage mission. It is a spirit of collective success and achievement which is also reflected in our workplace. Here’s a sample of the employee experience that helps drive our success: 

• Welcome to our home. Our US headquarters sits in the heart of San Diego’s UTC area. It features an open, modern aesthetic with lots of collaboration spaces, free lattes and Cold-Brew on tap! From our San Diego base, we collaborate with colleagues based across the country and around the world. 

• We sweat the details. Our onsite gym is decked out with Peloton bikes, a Mirror workout system and plenty of other equipment to keep your workout challenging and fresh. On-site yoga classes, chair massages and smoothie days also help to keep us focused and healthy! 

• We invest in your career. Each employee has an actionable career progression plan developed through individual collaboration with their manager. We focus on promoting from within and employee progression plans are complemented by all-staff development days held in our state-of-the-art learning center as well as access to tons of individualized development resources and a tuition reimbursement program. 

• We invest in you. Our employee benefits program is one of the most generous you’ll find. Fully-paid healthcare is provided for employees through Anthem Blue Cross along with access to dental, vision and life insurance coverage. Take care of your financial future with 401(k) matching funds eligibility after your first month as an employee and utilize the free individual investment counseling we provide to help you grow the money you’ve saved. You’ll also start with 16 days of paid time off per year to allow you to relax and recharge . . . employees receive additional annual paid days off based on tenure. 

• We keep it fun! Whether you’re enjoying our summer baseball outing, unwinding during an employee happy hour or toasting your co-workers at our epic annual holiday party, you’ll see that we take having fun as seriously as helping our members succeed! The office vibe is business casual with flexible schedules along with freedom to work from home in bunny slippers if that’s your thing! We value mutual respect and laughter . . . we hate stiff formality. You’ll have regular access to Vistage executives—our CEO even buys everyone doughnuts several times a year to fuel his informal employee chats! 

Vistage’s culture and sense of mission drives employee loyalty: more than half of our staff has been with the company for five years or longer. Are you ready to start your Vistage journey? 

THE VISTAGE MEMBERSHIP ADMINISTRATOR POSITION 

RESPONSIBILITIES

We set the bar high and constantly take on new challenges. Vistage is a fast-paced environment where every day is “game day.”  We’re accountable, inclusive and have an “all-in” attitude as we set goals and take action. We love celebrating your success but don’t have time for excuses. Do you have what it takes?  

The objective of the Membership Administrator role is to manage the membership, Executive Coach (Internally known as a Chair) and group information in Salesforce. Tasks for this role will include but are not limited to: 

• Membership Management:
  1. Process new membership applications, transitions to other programs, and cancellations in a timely and accurate manner.
  2. Maintain up-to-date records of membership data, ensuring all information is accurate and well-documented through communication from Client Service Advisors, research, or membership application.
  3. Recognize proper referral methods to create Payout Events for compensation of both our members and Chairs.
  4. Consult with Operations team on group merges, chair changes, and group closures.
  5. Collaborate with the Accounts Receivable (AR) team to address billing concerns related to membership accounts.
  6. Create a positive relationship while processing all appropriate membership requests.
  7. Attend weekly and monthly meetings with the UK, AR, Collections, Product Managers, Client Service Advisors, and any other teams that need collaboration. 
  8. Other responsibilities as assigned.  
• Customer Service:
  1. Respond to membership inquiries via phone, email, and other communication channels.
  2. Address questions related to membership benefits, billing, and processes, providing a positive experience for members.
  3. Work closely with Client Service Advisors to resolve member issues and improve overall satisfaction.
• Collaboration:
  1. Coordinate with Accounts Receivable Manager, Accounts Payable, AR, and Collections teams to ensure smooth processes and communication.
  2. Assist in cross-functional projects that enhance member services and administrative efficiency.
  3. Provide support to our partners worldwide to establish a universal process in updating member, groups and chair data in Salesforce.  
• Data Integrity & Reporting:
  1. Regularly audit member records to maintain data integrity and identify areas for improvement.
  2. Generate membership reports and support with data analysis as needed.
  3. Dedicate time to scan member applications or forms.  
• Process Improvement:
  1. Contribute to the creation and maintenance of Standard Operating Procedures (SOPs) for membership processes.
  2. Identify opportunities to streamline administrative procedures and improve efficiency.
  3. Verify and action changes in sponsorships in a timely manner while ensuring proper communication is issued to member and chair.

All listed tasks and responsibilities are considered essential functions to this position; however, business conditions may require reasonable accommodations for additional task and responsibilities.

QUALIFICATIONS

• Minimum of 2-3 year experience in maintaining computerized databases.
• Strong customer service skills and professional phone demeanor.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and accuracy. 
• Great organizational skills.
• Computer skills such as Word, Excel & Outlook required.
• Salesforce experience a plus.  

EDUCATION

COMPENSATION RANGE

$22 – 24/hr Company Bonus (salary based in San Diego, CA)

JOB LOCATION

Hybrid in San Diego; 2 days onsite, 3 days offsite

Salary : $22 - $24