Events & Membership Coordinator- Innovate Bay

San Francisco Bay University • Fremont, CA

31d • Onsite

About The Position

Innovate Bay is a startup incubator and collaborative innovation ecosystem in Fremont, California, designed to support entrepreneurs, researchers, and early-stage companies. We provide founders and innovators with access to workspace, programming, community connections, and resources that help turn promising ideas into growing ventures. Our goal is to create a welcoming, highly engaged environment where entrepreneurs can connect, collaborate, learn, and build. 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.

Requirements

• 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.

Nice To Haves

• 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.

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.

Benefits

• The 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.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED