POSITION SUMMARY
The Membership Administrator manages membership, Executive Coach (Chair), and group information within Salesforce to ensure accurate records and smooth operations. This role processes applications, transitions, and cancellations, supports member and Chair inquiries, and collaborates with cross-functional teams to ensure a positive member experience.
As part of the Finance & Accounting team, the Membership Administrator plays a key role in maintaining data integrity, resolving membership and billing concerns, and supporting administrative efficiency across the organization.
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 and 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 40 countries worldwide. These SMB executives spend a day or more with Vistage every month, immersing themselves in our comprehensive platform to become better leaders, make better decisions and achieve better results. 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), as well as 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 relentlessly delivering value to our members. Our success is demonstrated by Vistage member companies growing 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 that reinforces employee commitment to the Vistage mission. 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 and opportunities to interact with co-workers. We stay fueled up with free snacks and a weekly free lunch day, along with free lattes and nitro cold brew coffee on tap! From our San Diego base, we collaborate with colleagues based across the country and around the world.
- 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. Employees also have access to tons of individualized development resources and a generous 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 Aetna, plus dental, vision, and life insurance at very low rates. Take care of your financial future with eligibility for 401(k) matching funds after your first month as an employee. You'll also start with 16 days of paid time off + 12 paid holidays per year, with additional days off based on tenure.
- We keep it fun! From our Padres luxury suite summer outing to employee happy hours and our annual holiday party, we take having fun as seriously as helping our members succeed! The office vibe is business casual and the freedom to work from home two days per week if you choose.
Vistage’s culture and sense of mission drive 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?
RESPONSIBILITIES
- Process new membership applications, program transitions, and cancellations accurately and in a timely manner.
- Maintain up-to-date membership and Chair records in Salesforce, ensuring accuracy and documentation.
- Collaborate with Accounts Receivable to resolve membership billing concerns.
- Recognize referral methods and create payout events for member and Chair compensation.
- Consult with Operations on group merges, Chair changes, and group closures.
- Respond to membership inquiries via phone, email, and other channels, ensuring a positive member experience.
- Work closely with Client Service Advisors to resolve member issues and improve satisfaction.
- Coordinate with AR, AP, and Collections teams to ensure smooth membership processes.
- Support cross-functional projects that improve member services and administrative efficiency.
- Generate reports, audit member records, and support data analysis to maintain data integrity.
- Assist with SOP creation and identify opportunities to improve membership processes.
- Verify and process sponsorship changes, ensuring proper communication to members and Chairs.
- Attend weekly and monthly meetings with internal and global partners to ensure consistent membership processes.
- Perform additional administrative duties as assigned.
QUALIFICATIONS
- Experience managing computerized databases (minimum two to three years).
- Strong customer service skills with a professional phone demeanor.
- Excellent verbal and written communication skills.
- Exceptional attention to detail and organizational skills.
- Proficiency with Microsoft Word, Excel, and Outlook.
- Salesforce experience preferred.
EDUCATION
- High school diploma or general education degree (GED)
- Minimum two years office experience within a professional business environment or related experience and/or training; or equivalent combination of education and experience
COMPENSATION RANGE
$22 – 24/hr + Company Bonus (salary based in San Diego, CA)
JOB LOCATION
Hybrid in San Diego; 3 days onsite, 2 days offsite
Skills Required
- Two to three years of experience managing computerized databases
- Strong customer service skills and professional phone demeanor
- Excellent verbal and written communication skills
- Exceptional attention to detail and organizational skills
- Proficiency with Microsoft Word, Excel, and Outlook
- Salesforce experience
- High school diploma or GED
- At least two years of office experience in a professional business environment or related experience and training, or equivalent combination
What We Do
Vistage is the world’s largest and most comprehensive executive coaching organization for small and midsize businesses with $1M - $1B in revenue. Solutions are purpose-built for all leadership levels, including CEOs, key executives, business owners, and emerging leaders. Members meet with their peers in confidential group meetings facilitated by accomplished executive-level coaches to help solve their most complex issues. For more than 60 years, we’ve been helping CEOs, business owners and key executives solve their greatest challenges. Today, more than 27,000 members in 26 countries rely on Vistage.
