Administrative, Special Event and Membership Coordinator

La Grange Business Association
Job Description
The La Grange Business Association is looking for an Administrative, Membership and Special Event Coordinator. This is a significant role within the organization and requires a self-motivated, and goal-oriented person.  Candidates must have problem-solving skills and determination to overcome challenges and ensure that all expectations of the Village of La Grange, LGBA and its members are met.  An understanding of LGBA and its mission and goals is a must.
Creates and maintains project information in project management system.
Corresponds on routine inquiries with LGBA members, partners or vendors as needed.
Accepts and tracks payment from Members, Sponsors and vendors; Coordinate invoice routing and monitor payments to members, sponsors, and vendors.

Enters and maintains member data in automated system; track and log member sales and renewals monthly

 Answers and directs phone calls or take messages as needed.

Verifies insurance certificates and follow up to ensure proper coverage is in place for events as needed.

Prepares and distributes Board agendas for meetings and makes arrangements, such as coordinating catering for breakfasts, for committee, and other meetings.

Performs general administrative duties such as but not limited to, taking and distributing meeting minutes, ordering supplies, maintaining member and sponsor database records.
Performs customer service to members and residents as needed.  Vett complaints as needed.
Special Events Project Management
Provides a supportive role to the event planning team by contacting vendors, touring potential venue locations and helping with the set-up, execution and cleanup of an event.
Helps staff the LGBA tent at special events as needed.
Works with Village Departments to coordinate event operations and ensure timely delivery of services.
Manages all event budgets; processes all payments, and billings for all events.
Tracks and coordinates the delivery of Sponsorship benefit fulfillment.
Hand delivers promotional materials to local businesses and Village partners to promote events.
May also create promotional/social media posts to spread awareness about events to the LGBA members and the public.
Works with team to create post event recap and ROI analysis.
Solicits, coordinates and schedules event volunteers.
Overseas new member engagement process.
Manages and executes website updates, electronic newsletters, and promotional emails.
Monitors delinquent membership dues payment, and outreach to collect past due membership fees.
Manages membership orientations, and training.
Attends community-based events as needed to secure potential new members.
Manages LGBA Membership Calendar.
Posts events and programming opportunities in social media platforms
Provides general clerical assistance and support and other duties as assigned.
Always operates at the highest level of professionalism and integrity.
Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.

 Proficient in MS Office

Physical Demands and Working Environment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions. 
Event Coordinator Skills and Qualifications To fulfill the duties and responsibilities, an Event Coordinator must possess an extensive skill set and qualifications that work together to manage events efficiently. The following are the specific skills and qualifications required for any Event Coordinator to be successful.
Communication and Interpersonal Skills: Event Coordinators are required to network with a wide variety of entities in the course of their job. Vendors and venues must be established, and an entire staff must be managed for an event to function properly. An Event Coordinator will need to have a general knowledge of what guests expect.
Team Management: Event Coordinators carry out many tasks on their own, but a major aspect of the job is working with a team. Delegating to a team properly and making sure everyone has what they need to do their job requires team management and leadership skills.
Budgeting: Every event comes with a cost, and it’s the Event Coordinator’s job to keep those costs within the allocated budget. This will require a degree of financial skill as well as the ability to create accurate reports.
Logistics: Everything at an event, from the seating to the entertainment, must be set up in a practical and useful manner for the guests. To accomplish this, the Event Coordinator must possess a degree of skill in logistics to properly plan the details and anticipate potential problems that may arise.
To apply and for Salary information, please contact
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La Grange photography © Bob Briskey