Events & Membership Coordinator- Innovate Bay

Events & Membership Coordinator

The Events & Membership Coordinator supports the day-to-day operations, member experience, and community programming of Innovate Bay's Fremont co-working and innovation space. Reporting to the Managing Director overseeing Innovate Bay, this highly visible, hands-on role serves as a primary point of contact for members, prospective members, guests, event participants, and community partners while coordinating events, supporting membership growth, and ensuring smooth space operations.

The ideal candidate is personable, resourceful, highly organized, and comfortable working independently in a dynamic entrepreneurial environment. This is a non-exempt, part-time, in-person position in Fremont, California, working up to 29 hours per week, with occasional evening or weekend availability for scheduled events.

Primary Responsibilities

• Serve as a primary point of contact for members, prospective members, guests, and community partners.
• Coordinate new-member onboarding, orientation, access, and ongoing member communications.
• Respond promptly and professionally to member questions, requests, and facility needs.
• Manage co-working memberships, workspace assignments, lockers, conference room reservations, and related administrative records.
• Conduct tours for prospective members and clearly communicate membership options, amenities, and community benefits.
• Follow up with prospective members and support the conversion of qualified leads into active memberships.
• Build relationships with members and proactively identify opportunities to strengthen engagement, collaboration, and retention.
• Foster a welcoming, inclusive, professional, and community-oriented environment.
• Plan, coordinate, and execute community programming such as founder roundtables, networking events, workshops, speaker programs, pitch events, and community gatherings.
• Coordinate event logistics, including scheduling, room setup, registration, catering, audiovisual needs, signage, supplies, vendor coordination, and attendee communications.
• Support external ecosystem, partner, and sponsored events hosted at Innovate Bay.
• Serve as an on-site point of contact during events and coordinate event setup, execution, and breakdown.
• Maintain event calendars, planning timelines, registration information, and post-event records.
• Gather participant feedback and track attendance and engagement to help improve future programming.
• Coordinate with internal stakeholders, speakers, sponsors, vendors, and community partners as needed.
• Support the smooth daily operation of the Fremont co-working and event space.
• Conduct regular walkthroughs to ensure workspaces, meeting rooms, common areas, and event spaces are organized, welcoming, and ready for use.
• Monitor office, hospitality, and event supplies and coordinate replenishment as needed.
• Identify facility, technology, or maintenance issues and coordinate or escalate requests for resolution.
• Maintain accurate room schedules, membership information, event records, and other operational documentation.
• Help establish and maintain clear procedures that improve the member and guest experience.
• Support membership outreach, tours, follow-up, and retention activities.
• Develop relationships with founders, entrepreneurs, students, researchers, community organizations, and ecosystem partners.
• Help identify programming and partnership opportunities that strengthen Innovate Bay's startup community.
• Track membership, prospective-member, event attendance, and engagement metrics.
• Prepare basic reports and recommendations based on membership and event data.
• Support community communications and promotion of upcoming programs through email, newsletters, digital platforms, and other communication channels.
• Perform other related duties as assigned.

Minimum Qualifications

• One (1) year of professional experience in event coordination, hospitality, community management, customer/member experience, co-working operations, program coordination, or a related field.
• High school diploma or equivalent.
• Demonstrated experience coordinating multiple tasks, schedules, events, or customer/member requests.
• Strong verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently, exercise sound judgment, and manage changing priorities.
• Proficiency with Google Workspace or comparable productivity applications.
• Ability to learn and use membership management, scheduling, event registration, and digital communication platforms.
• Ability to work on-site in Fremont and maintain reliable transportation to fulfill position responsibilities.
• Ability to work occasional evenings and weekends based on the event schedule.

Preferred Qualifications

• Associate's or bachelor's degree in business, hospitality, communications, marketing, event management, entrepreneurship, or a related field.
• Two (2) or more years of relevant event, community, hospitality, co-working, or program coordination experience.
• Experience working in a co-working space, startup incubator, accelerator, innovation hub, university entrepreneurship program, or similar community environment.
• Experience coordinating events from initial planning through on-site execution.
• Experience with membership or customer relationship management systems, event-registration platforms, or CRM software.
• Experience supporting membership sales, lead follow-up, customer success, or community retention.
• Familiarity with the Fremont, East Bay, or broader Silicon Valley startup and entrepreneurial ecosystem.
• Experience creating basic digital communications, newsletters, event promotions, or social media content.

Knowledge, Skills and Abilities

• Strong interpersonal and relationship-building skills with the ability to engage professionally with entrepreneurs, executives, students, partners, vendors, and community members.
• Excellent customer-service and member-experience orientation.
• Strong event planning, logistics, scheduling, and organizational skills.
• Ability to anticipate needs, identify problems, and take appropriate action with limited supervision.
• Ability to manage competing priorities while maintaining accuracy and professionalism.
• Ability to maintain confidential or sensitive membership and organizational information appropriately.
• Strong written communication and basic business correspondence skills.
• Ability to work collaboratively across teams and with external partners.
• Comfort learning new technology and digital systems.
• Ability to use sound judgment when addressing member concerns or operational issues.
• Demonstrated commitment to fostering a welcoming, inclusive, collaborative, and respectful environment.

Work Environment & Physical Demands

• Duties are primarily performed in an active co-working, office, and event environment.
• The position requires regular interaction with members, visitors, vendors, speakers, and event participants.
• Must be able to move throughout the facility and periodically sit or stand for extended periods.
• Event responsibilities may require moving tables, chairs, event materials, supplies, and equipment.
• Must be able to lift and carry up to approximately 25 pounds with or without reasonable accommodation.
• Occasional evening and weekend work may be required based on scheduled programs and events.
• Local travel may occasionally be required for supplies, meetings, or community events.

Salary Range: $30.00$36.00 per hour, depending on experience.

The anticipated hiring rate will be determined based on the candidate's qualifications, experience, skills, and other job-related factors.

This position will work up to 29 hours per week and may have the opportunity to transition to full-time employment based on organizational needs, performance, and the continued growth of Innovate Bay.

Anticipated Start Date

To be determined.

Application Process

For full consideration, applicants should submit:

A brief letter of interest describing relevant experience in event coordination, community/member engagement, hospitality, co-working operations, or related work.

Contact information for professional references may be requested later in the selection process.

Applications will be reviewed as received until the position is filled.

This position description is not intended to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice.

Innovate Bay is committed to providing equal employment opportunities to qualified applicants and employees and does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law. Reasonable accommodations are available to qualified applicants and employees with disabilities in accordance with applicable law.