Part-time Operations Coordinator

About Petaluma Urban Chat

Petaluma Urban Chat is a community organization dedicated to advancing thoughtful, people-centered urbanism in Petaluma — from walkability and housing to public space and civic engagement. We bring together residents, volunteers, elected officials, and urbanism enthusiasts who want to see Petaluma grow into a more connected, vibrant, and livable city.

The Opportunity

We're looking for an organized, detail-oriented Operations Coordinator to keep the systems and infrastructure behind Petaluma Urban Chat running smoothly. This is a behind-the-scenes role that's essential to our organization's ability to communicate, grow membership, recognize donors, and support our mission. You'll work largely independently on a flexible, asynchronous basis, with regular touchpoints with our board, members, and volunteers.

This is a great opportunity for someone who enjoys operational work, wants exposure to nonprofit management, and is interested in being close to local urbanism efforts — including direct interaction with board members, elected officials, and an active volunteer community.

What You'll Do

Event Management & Follow-Up

• Plan and coordinate logistics for Urban Chat events and workshops — venues, scheduling, materials, and communications
• Build and manage event pages, invitations, and RSVPs across our website and Mailchimp
• Recruit and coordinate day-of volunteers and greeters as needed
• Track attendance and capture new contacts, then follow up promptly with attendees, new members, and prospective donors after each event
• Send timely thank-you notes and next-step communications to volunteers, speakers, and partners
• Debrief the board on each event, noting what worked and what to improve for next time

Systems & Platform Management

• Maintain and update our website (Squarespace), including event pages and general content updates
• Manage our email marketing platform (Mailchimp) — building and sending newsletters and event communications, segmenting lists, and tracking engagement
• Maintain our member and donor database (Airtable), keeping records accurate, organized, and up to date
• Organize and maintain shared files and folders in Google Drive

Membership & Donor Support

• Coordinate membership processes, including onboarding new members and tracking renewals
• Support donor recognition efforts — tracking contributions, ensuring timely acknowledgments, and helping maintain donor relationships
• Provide regular reporting on membership, donor, and event metrics to the board

What We're Looking For

• Experience planning or coordinating events, meetups, or gatherings, with a track record of strong follow-through
• Strong organizational skills and comfort managing multiple systems and moving pieces independently
• Experience with (or strong aptitude for quickly learning) Mailchimp, Squarespace, Airtable, and Google Drive
• Excellent written communication skills — much of this role is asynchronous, so clear, timely, self-sufficient communication matters
• Reliable self-direction; comfortable setting priorities and managing your own schedule, with flexibility around event dates
• Interest in local civic engagement, urbanism, or community organizing is a strong plus
• Prior experience with nonprofit operations, membership management, or donor relations is helpful but not required

Why This Role

• Flexible, mostly asynchronous schedule that fits around other work or commitments
• Direct exposure to nonprofit board operations and governance
• Regular opportunities to interact with elected officials, engaged community members, and passionate volunteers
• A front-row seat to grassroots urbanism efforts shaping Petaluma's future
• Meaningful, tangible impact on a small, mission-driven organization

Petaluma Urban Chat is an equal opportunity organization. We welcome applicants from all backgrounds and experiences.

English fluency required. Spanish fluency nice to have, but not required.