Member & Administrative Services Coordinator

I. Position Summary

The Member & Administrative Services Coordinator supports the daily operations, member services, event planning, marketing, and administrative functions of the Massachusetts Funeral Directors Association and its Client Services affiliate. The Coordinator provides administrative and operational support to the Executive Director, Executive Vice President, and Association staff while serving as an initial contact for members, government officials, consumers, vendors, and other stakeholders.

As part of a small, collaborative team, this position coordinates communications, governance activities, educational programs, events, membership administration, technology, and office operations. The ideal candidate is organized, adaptable, and detail-oriented, with the judgment, initiative, and ability to manage multiple priorities independently. This position is ideal for someone seeking a part-time role that offers a healthy work-life balance.

II. Position Details

• Part-time, approximately 20–25 hours per week
• In-person position based in Weymouth, MA. Hybrid work flexibility may become available based on operational needs.
• Work schedule to be established within standard business hours based on organizational needs. Flexibility is required to meet operational needs.
• Occasional flexibility in availability for meetings and events, as needed.
• Reports to the Executive Director

III. Key Responsibilities

A. Member and Executive Support

• Serve as the initial contact for members and external stakeholders, providing responsive, professional service while maintaining confidentiality.
• Prepare correspondence, reports, presentations, position papers, meeting materials, and other organizational documents.
• Research, edit, format, and design materials using Microsoft Office, Canva, Adobe Creative Suite, and similar platforms.
• Anticipate administrative needs, resolve routine issues, and escalate complex matters appropriately.

B. Governance, Communications, and Marketing

• Coordinate Board and committee meetings, including scheduling, notices, agendas, minutes, materials, logistics, and action-item follow-up.
• Support the production and distribution of the weekly newsletter, social media content, and other member communications.
• Coordinate newsletter advertising and sponsorships.
• Ensure communications are accurate, timely, professional, and consistent with the Association’s brand and priorities.

C. Meetings and Events

• Coordinate educational programs, conferences, Board meetings, and member events, including venues, vendors, catering, registration, scripts, awards, signage and name badges, and design marketing and promotional materials.
• Manage event timelines and coordinate with speakers, attendees, sponsors, vendors, and staff.
• Coordinate Continuing Education Unit applications, approvals, documentation, and recordkeeping.
• Administer virtual programs through Zoom or similar platforms and provide technical and logistical support for virtual and in-person events.
• Support post-event follow-up, reporting, and issue resolution.

D. Membership and Financial Administration

• Maintain the Association’s website and Association Management System, including membership records, databases, distribution lists, and online content.
• Process membership updates and maintain accurate, complete records.
• Support annual dues billing, payment tracking, reporting, and related financial administration.
• Prepare routine membership, dues, registration, and payment reports.
• Provide backup support for affiliate services, including data entry, transaction processing, and daily reporting.

E. Technology and Office Operations

• Maintain the Association calendar for activities, meetings, and events.
• Oversee day-to-day headquarters operations and coordinate with service providers for HVAC, security, equipment, maintenance, and related needs.
• Implement and support technologies, systems, and processes that improve efficiency, communication, and member service.
• Serve as the primary internal resource for routine technology questions, basic troubleshooting, and setup in partnership with the IT consultant.
• Identify and implement improvements to administrative workflows and office processes.
• Perform general office and records-management duties, including filing, scanning, mailings, shipping, supply ordering, and maintaining digital and paper records.
• Perform other duties and special projects as assigned.

IV. Qualifications

A. Minimum Qualifications

• Two to five years of administrative, member services, executive support, or related experience.
• Strong organizational, customer-service, communication, and problem-solving skills.
• Ability to manage multiple priorities and deadlines with accuracy and attention to detail.
• Sound judgment and discretion when handling confidential information.
• Ability to work independently and collaboratively in a small-team environment.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and design tools such as Canva.
• Experience with databases, CRM systems, or similar platforms, with the ability to learn new technologies quickly.
• Ability to prepare professional documents, maintain accurate records, and coordinate effectively with internal and external stakeholders.

B. Preferred Qualifications

• Experience in a membership association, nonprofit, financial services, trust operations, or regulated setting.
• Experience supporting boards or committees and coordinating meetings, programs, conferences, or events.
• Familiarity with Constant Contact, Zoom, Canva, Adobe Creative Suite, association management website platforms, or similar tools.
• Experience with financial reporting or related administration.

V. Equal Employment Opportunity

The Massachusetts Funeral Directors Association is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy or pregnancy-related conditions, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

The Association provides reasonable accommodations to qualified individuals with disabilities and applicants who require accommodation during the hiring process.

VI. Compensation & Classification

This is a part-time, hourly, non-exempt position. Compensation is commensurate with qualifications and experience. Benefits eligibility, if applicable, is determined by regularly scheduled hours and Association policy.

Pay: $25.00 - $30.00 per hour

Work Location: In person

Salary : $25 - $30