Membership Manager & Partnership Operations

Status: Full Time Exempt

Benefits: Medical, dental, vision, AD&D, Simple IRA, unlimited paid time off, parental leave

Location: Remote

Position Description:

The Membership Manager & Partnership Operations role is responsible for managing Tread Lightly!’s membership systems and supporting partnership development through organized, accurate, and timely operational processes. This position oversees membership communications and retention efforts, maintains CRM workflows, and owns the administrative pipeline for partnership proposals, contracts, invoicing, and documentation. The role ensures that both membership and partnership activities are well-coordinated, data-driven, and consistently executed.

Duties and Responsibilities:

MEMBERSHIP MANAGEMENT

A. Communication & Engagement

• Serve as the primary point of contact for all membership inquiries.
• Write and refine membership emails, renewal sequences, engagement campaigns, and automated communications in HubSpot.
• Regularly review member communication materials for clarity, consistency, and brand alignment.
• Liaise with the communications team to feature membership on website, newsletter and social media.
• Conduct ongoing outreach to current, lapsed, and prospective members; test new methods for increasing growth and retention.
• Oversee the management of membership resources and supplies, including both online materials and physical products. This includes supervision of the online store and all drop-shipping operations.

B. Database & Systems Management

• Oversee and maintain the membership database using CRM tools (HubSpot) to ensure data integrity and accuracy.
• Serve as the HubSpot lead for membership workflows, lists, automations, segmentation, and data hygiene.
• Develop scalable systems, SOPs, and templates that streamline membership operations.
• Update and distribute the Monthly Membership Scorecard.
• Analyze member and non-member insights gathered through surveys and other tools.

C. Membership Growth & Retention

• Guide and execute the membership development plan in alignment with organizational priorities.
• Develop targeted campaigns to attract new members and increase renewals.
• Analyze recruitment and retention metrics to identify trends and opportunities.
• Oversee recognition and renewal programs that enhance satisfaction and loyalty.
• Develop and manage systems that convert volunteers, stewardship participants, booth contacts, and event attendees into members.
• Collaborate with Program Managers to connect stewardship activities with membership opportunities through coordinated tools, workflows, and follow-up.
• Utilize outbound calls, digital follow-ups, or HubSpot automations as appropriate while maintaining flexibility in tactics.

PARTNERSHIP SUPPORT

A. Partnership Coordination & Deliverables

• Coordinate partnership deliverables and ensure timely follow-through.
• Track objectives, milestones, and performance; provide updates to stakeholders.
• Assist in monitoring strategic partnerships to ensure alignment with organizational goals.
• Work collaboratively across departments to integrate partnership needs.
• Prompt, remind, and support assigned development staff to complete required partner interactions; ensure all interactions are properly logged in HubSpot.

B. Partnership Process Ownership

• Own the partnership administration pipeline from start to finish. This includes:
• Drafting partnership proposals and pitch materials.
• Preparing contracts and routing them through DocuSign.
• Ensuring all fully executed agreements are properly filed and archived.
• Requesting creation of partnership invoices through the staff member with accounting access.
• Ensuring invoices are sent to the partner in a timely manner.
• Tracking aging accounts receivable and actively following up on outstanding balances until payment is received.
• Verifying payment and marking partnerships as complete in HubSpot once all deliverables, invoices, and internal steps are satisfied.

C. Partnership Tiers & Relationship Management

• Independently manage and/or co-facilitate with Program Managers all partnerships under $5,000, including prospecting, outreach, scheduling, and follow-through.
• Co-facilitate asks above $10,000 with Directors or the Executive Director, providing preparation, coordination, and behind-the-scenes support.
• Support all partnerships above $25,000 by assisting the Executive Director in an executive-assistant-style capacity (proposal preparation, scheduling, relationship support, and communication). Research and identify high-value partnership prospects in regions where the Executive Director is traveling.

D. Partnership Administration, Proposals & Contract Management

• Manage the full partnership process, including proposal creation, contract drafting, DocuSign routing, invoice coordination, and payment verification.
• Prepare partnership proposals, pitch decks, and supporting materials.
• Maintain accurate, organized records of contracts, agreements, and partnership documentation.
• Coordinate across development staff, program managers, the Executive Director, and accounting to ensure timely action on partnership steps.
• Track deliverables, reporting requirements, and timelines to keep all partnerships on schedule.
• Monitor aging accounts receivable, initiate follow-up on outstanding invoices, and ensure payments are recorded.
• Ensure all partnership activity is fully documented and updated in HubSpot through completion.

GENERAL

• Establish priorities and organize work.
• Work collaboratively and positively with all team members.
• Work independently with general instructions.
• Ready to travel as required by the mission objectives.
• Remain flexible to deal with an unpredictable and constantly evolving program.
• Demonstrate a high level of personal motivation and professionalism.
• Regularly attend events and projects as necessary.
• Additional duties as assigned.

KPIs:

• Increase membership revenue by 20% annually for the first two years.
• Ensure 80% of partners receive 3+ personal interactions between asks and that all interactions are logged in HubSpot.
• 100% of partnership proposals, contracts, invoices, and payments documented and saved.
• Ensure 80% of all invoiced partnerships are collected within 90 days and 98% collection within the same fiscal year.

Requirements

Conditions of Employment: Full-time remote position with minimal travel, up to 10% of time.

Required Experience and Skills:

• CRM and Systems Management (HubSpot proficiency) - Able to build workflows, maintain data integrity, manage automations, and create systems that support scalable membership and partnership operations.
• Strong Written Communication - Capable of drafting clear membership emails, engagement sequences, proposals, and partner materials that reinforce brand consistency and drive action.
• Process and Project Coordination - Skilled in managing multi-step processes such as proposals, contracts, DocuSign routing, invoicing, accounts receivable tracking, and deliverable timelines.
• High Organizational Discipline and Follow-Through - Consistently tracks deadlines, maintains documentation, prompts team members for required interactions, and closes loops across departments.
• Relationship Engagement and Customer Service - Comfortable making outreach calls, responding to members, coordinating with partners, and supporting development staff to ensure a positive and consistent partner experience.
• Fundraising Confidence - Comfortable with soliciting money, partnership, collecting funding pledges.
• Partnership Support Coordination – Able to prepare materials, coordinate communication, manage follow-up, and anticipate needs to ensure the Executive Director’s partner development efforts run smoothly and professionally

Any offer is contigent upon a successful drug test and background check.

Our organization is an equal opportunity employer and is committed to creating an inclusive environment for all employees. We encourage applicants from diverse backgrounds to apply.

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Remote