Club Administrative Coordinator

The Club Administrative Coordinator (“Coordinator”) supports daily operations by managing administrative workflows, administering basic financial transactions, enhancing organizational efficiency, and ensuring smooth communication across teams. This role handles scheduling, document management, internal coordination, and routine operational tasks, serving as a central resource for staff and external partners.

The Coordinator is a critical role between Club leadership (President, Treasurer, and Board) and how Club members experience The Rotary Club of Santa Monica. Key responsibilities typically include:

• Managing Club calendars, meetings, and logistics for departmental activities
• Coordinating internal communications, preparing materials, and tracking deadlines
• Maintaining organized records, files, and databases
• Supporting procurement, invoicing, and basic financial tasks
• Providing frontline customer service and acting as a point of contact for staff, vendors, and stakeholders
• Assisting with project coordination, including data collection, reporting, and follow‑up tasks
• Ensuring office operations run efficiently by monitoring supplies, systems, and shared resources

Strong candidates are detail‑oriented, organized, proactive, and comfortable balancing multiple priorities in a fast-paced environment. The Coordinator plays a key role in supporting team productivity and maintaining an effective operational system.

Club Calendar & Meeting Coordination

· Attend, in-person, weekly Friday meetings and monthly Board/committee meetings.

· Oversee and coordinate all meeting logistics: room setup confirmation, A/V checks, name badges, greeters, speaker hospitality, and attendance.

· Capture meeting notes, action items, and follow-ups for use in newsletters and website.

· Maintain the club calendar; post agendas and programs in advance; upload recaps/photos after.

· Coordinate attendance at District breakfasts, Paul Harris Dinner, District Conference & Assembly, Dethroning Party, Past Presidents’ events.

Club Communications & Membership Coordination

· Lead member correspondence (info inbox or equivalent); Respond to all correspondence within 1 business day (24-hour business hours).

· Collaborate with the Club President to create and send the weekly e-newsletter; manage announcements and deadlines. Execute the administrative process.

· Coordinate the website updates, event pages, and registration links.

· Coordinate social media (Facebook, Instagram, LinkedIn): 3–5 posts/week, event promos, member spotlights, community impact stories; moderate comments/messages. Send photos and stories to District 5280 for inclusion in newsletters as appropriate.

· Administer member database/CRM. Ensure roster accuracy, new member onboarding, role changes, birthdays/anniversaries.

· Track member attendance and monitor absences. Coordinating with the sponsor, membership chair, and the President on chronic absences.

General Financial & Administrative Supports

· Lead basic bookkeeping (revenue and expenses). Code transactions, record dues invoices, A/R and A/P; deposit checks; track event payments.

· Complete monthly bank reconciliations; maintain digital receipt backup.

· Prepare standardized Monthly Treasurer Packet: balance sheet, P&L vs. budget, A/R aging, bank recs, outstanding items.

· Support annual budget prep and year-end review (Club & Foundation); coordinate documents for CPA (club and foundation).

· Maintain vendor files and W-9s; generate 1099-NEC data for CPA.

· Arranging new bank signature cards annually. Prepare checks for signature. Mail checks as needed.

· Acting as the point of contact for Rotary District 5280 and Rotary International. Maintaining working knowledge of RI/District policies and requirements.

· Coordinate with payroll provider to manage and track time accurately and in accordance with budgetary limits and all CA laws.

· Maintain shared drive folder and naming conventions.

· Manage club email lists, permissions, and templates.

· Mail pickup from PO Box

· Handling sensitive information with discretion. This is a confidential role.

Club Board Liaison & Support

· Draft simple board packets (agenda, prior minutes, financials, KPIs).

· Supporting elections and governance processes.

· Additional duties/responsibilities as requested by the Club President.

:

Strong candidates are detail‑oriented, organized, proactive, and comfortable balancing multiple priorities in a fast-paced environment. Candidates must have at least 2 years of administrative or communications coordination experience with a similar organization. Ideal candidates should also have:

· Exceptional professionalism, including being prompt, timely to meet deliverables, and achieve results for the Club.

· Excellent communication skills, written and verbal. The coordinator must be able to write in a professional email tone with precision and clarity.

· Experience with social media (FB/IG/LinkedIn) and basic web CMS editing.

· Experience with bookkeeping basics: A/R, A/P, deposits, reconciliations; QuickBooks (or similar).

Proficiency with Google Workspace, Microsoft 365, and CRM systems.

Pay: $30.00 per hour

Work Location: Hybrid remote in Santa Monica, CA 90401