Membership Administrative Assistant

Job Title: Membership Administrative AssistantLocation: Centennial, CO (On-site required)Compensation: $20/hour + Benefits

About the Role Civica Management is seeking a Membership Administrative Assistant to join our collaborative and fast-paced team. This position plays a key role in supporting our membership and executive teams, contributing to the success of multiple nonprofit associations. Based in our Centennial, CO office, this is an in-person role essential to delivering exceptional service and seamless operations for our clients.

The ideal candidate is detail-oriented, tech-savvy, and committed to providing outstanding customer service. You will serve as a dependable point of contact for members, vendors, and internal team members—ensuring efficient communication and smooth daily operations.

Key Responsibilities

Administrative & Team Support

• Handle incoming and outgoing mail, shipping, and receiving

• Fulfill member orders promptly and accurately

• Maintain and reorder office and event supplies, materials, and equipment

• Track and manage event-related items including swag, awards, name badges, and other materials

• Reserve and prepare conference rooms; coordinate catering and printed materials for meetings

• Assist with scheduling and calendar coordination for staff and client meetings

• Provide logistical support for off-site events, including printing, assembling, and packing materials

• Manage technology and equipment check-out for conferences and client events

• Maintain and organize client storage spaces and inventories

• Deliver administrative support across a portfolio of associations to ensure day-to-day operations run smoothly

Note: This role includes a wide variety of duties; other related tasks may be assigned as needed.

Customer Service

• Serve as secondary support for member inquiries (via phone, email, or ticket system), ensuring timely and courteous responses

• Escalate complex or time-sensitive requests to appropriate team members

Website & Database Management

• Perform routine updates to client websites, ensuring content accuracy and timeliness

• Assist with building and testing online forms, surveys, and email communications

• Maintain up-to-date member data by managing bounced emails and correcting outdated records

• Assist with ongoing database maintenance and data integrity efforts

Other Duties as Assigned

• Support executive and membership teams with additional administrative projects as needed

Qualifications

• Excellent attention to detail and ability to manage multiple priorities

• Strong written and verbal communication skills

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

• Comfortable learning new platforms and systems quickly

• Experience with membership databases or website CMS platforms is a plus

• Prior experience in customer service, especially in nonprofit or membership-based environments, is preferred

• Must be able to work on-site at our Centennial, CO office

• Ability to work both independently and as part of a collaborative team in a dynamic environment

Benefits

• Company culture centered on freedom and responsibility

• Competitive compensation

• Eligibility for company ownership after one year of employment

• Health, vision, and dental insurance

• Company-funded Health Savings Account (HSA)

• Partial reimbursement for personal cell phone use

• 401(k) retirement plan

• Paid dues for up to two professional association memberships annually

• Support for attending educational programs (with manager approval)

About CivicaCivica Management is a medium-sized, innovative association management company supporting clients across health care, education, public safety, and more. Our energetic and expanding team is passionate about delivering top-tier service to the nonprofit organizations we serve.

Education: High school diploma or equivalent preferred