Administrative & Member Experience Coordinator

Location: Minnetonka, MN

Reports To: CEO and COO

Employment Type: Full-Time

Position Summary

Big I Minnesota is seeking a highly organized, service-oriented, and adaptable Administrative & Member Experience Coordinator to support the daily operations of our association while helping deliver an exceptional experience for our members.

This role serves as a key administrative partner to the CEO and COO, while also acting as an important point of contact for members, agency partners, vendors, and stakeholders. The ideal candidate is proactive, resourceful, detail-oriented, and thrives in a collaborative environment where no task is too big or too small.

At Big I Minnesota, our members come first. We are proud of our family-like culture, flexible work environment, and commitment to supporting independent insurance agents throughout Minnesota. The person in this role will play a vital part in ensuring that every member interaction reflects the professionalism, responsiveness, and care that define our organization.

Key Responsibilities

Executive & Administrative Support

Provide day-to-day administrative support to the CEO and COO.
Manage calendars, schedule meetings, and coordinate travel arrangements.
Prepare meeting materials, agendas, presentations, and follow-up communications.
Assist with board, committee, and staff meeting logistics and documentation.
Maintain organized files, records, and internal documentation.
Support special projects and organizational initiatives as assigned.

Member Experience & Customer Service

Serve as a welcoming and professional first point of contact for members and visitors.
Respond to member inquiries via phone, email, and in person with exceptional service.
Assist members in accessing association programs, resources, events, and benefits.
Help maintain accurate membership records and databases.
Support member onboarding and retention efforts.
Identify opportunities to enhance the member experience and improve service delivery.
Support member communications through newsletters, social media and email campaigns including graphics and website updates.

Office Operations

Coordinate office activities and ensure smooth day-to-day operations.
Manage office supplies, equipment, and vendor relationships.
Assist with mailings, document preparation, and general office organization.
Support financial and operational administrative tasks as needed.
Help maintain a positive, collaborative, and welcoming office environment.

Event & Program Support

Assist in planning and executing member events, educational programs, conferences, and meetings.
Coordinate registrations, communications, materials, and logistics. Including exhibitor communication and organization.
Support onsite event operations and member engagement activities.
Assist with post-event follow-up and reporting.

Team Support

Embrace a flexible, team-first mindset.
Step in wherever needed to help achieve organizational goals.
Support cross-functional projects and initiatives.
Contribute to a culture of collaboration, positivity, and continuous improvement.

Qualifications

Required

3+ years of experience in administrative support, customer service, office management, or a related role.
Exceptional organizational skills and attention to detail.
Strong verbal and written communication skills.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
Ability to manage multiple priorities and meet deadlines.
Professional, positive, and service-oriented approach.

Preferred

Experience supporting senior executives.
Association, nonprofit, membership organization, or insurance industry experience.
Familiarity with CRM or membership management systems.
Event planning or coordination experience.

Key Competencies

Customer and member focus
Adaptability and flexibility
Initiative and problem-solving
Professionalism and discretion
Relationship building
Team collaboration
Time management and prioritization
Positive attitude and willingness to help

Why Join Big I Minnesota?

Be part of a mission-driven organization that champions independent insurance agents across Minnesota.
Work in a supportive, family-like environment where relationships matter.
Enjoy a flexible and collaborative workplace culture.
Make a meaningful impact on the experience of members who rely on Big I Minnesota's services, advocacy, education, and resources.
Join a team that values service, integrity, professionalism, and community.

Ideal Candidate:

You are the person everyone can count on. You enjoy helping others, creating positive experiences, staying organized, and finding solutions. You are comfortable supporting executive leadership while also answering member calls, coordinating events, handling administrative details, and pitching in wherever needed. Most importantly, you genuinely care about people and understand that outstanding member service is at the heart of everything we do.

BIG I Minnesota

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Administrative & Member Experience Coordinator