Association Event & Database Administrator

Premium Cigar Association Corporate•Washington, DC

About The Position

The Association & Database Administrator is a multifaceted role within PCA’s operations team. This person supports day-to-day office operations, maintains the integrity of the association’s member and industry database, and assists with association programs and initiatives. The role combines database administration and logistics coordination with service to members, vendors, and industry partners. Responsibilities include managing administrative operations and communications; coordinating meetings and board and committee activities; supporting the CEO and staff; assisting with accounts payable and receivable processes; supporting trade show planning and operations; and maintaining membership records, reports, and member lifecycle data. The role also supports members with portal access and represents PCA professionally in interactions with members, partners, and industry stakeholders. The position requires periodic travel throughout the year. Flexible work-from-home options are available. Compensation is $60,000 per year.

Requirements

Bachelor’s degree in Business Administration, Communications, Non-Profit Management, or a related field, or equivalent professional experience.
3–5 years of experience in office administration, operations, or association management.
Demonstrated experience working with a membership or customer database, such as an AMS, CRM, or similar system.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and Slack.
Exceptional organizational skills and ability to manage multiple priorities and deadlines simultaneously.
Excellent written and verbal communication skills; professional, clear, and responsive.
High attention to detail and commitment to data accuracy and operational excellence.
Ability to work independently with minimal supervision and collaboratively within a small team environment.
Ability to travel periodically throughout the year.

Nice To Haves

Prior experience working for a trade association, non-profit organization, or membership-based entity.
Familiarity with the premium cigar, tobacco, or retail industry, or genuine enthusiasm for cigar culture and community.

Responsibilities

Manage day-to-day administrative operations, including correspondence, scheduling, vendor coordination, and supply management.
Serve as the first point of contact for member inquiries, route communications to appropriate staff, and ensure timely, professional responses.
Coordinate board meetings, committee calls, Women of PCA meetings, and staff meetings; prepare agendas, record minutes, and track action items.
Coordinate with the property manager regarding office maintenance.
Support the CEO and staff with administrative tasks, travel arrangements, and administrative projects.
Assist with accounts payable and receivable processes in coordination with the association’s bookkeeper or accountant, including membership renewals and trade show exhibitors.
Assist with trade show floor plan creation, booth assignments, sales, and booth approvals.
Liaise with the CEO regarding Board member needs, including travel, hotel matters, and onboarding.
Order office and kitchen supplies, manage inventory, and maintain office equipment as needed.
Process incoming mail and assist with shipping packages and mail as needed.
Assist in scheduling meetings, preparing notes, and coordinating deliverables with appropriate staff.
Assist with coordination of the PCA Trade Show, including exhibitor communications, logistics support, and on-site operations.
Enter and update membership database records and review them for accuracy.
Conduct database audits and data hygiene projects, including deduplication, record updates, and compliance with data privacy standards.
Onboard new members into the database and manage the member lifecycle, including renewals, lapses, and cancellations.
Generate reports and dashboards from the AMS to support membership trend analysis, event registration tracking, and program participation metrics.
Process state member reports for government affairs as needed.
Assist members with resetting member portal logins.
Review registration and housing lists and perform other trade show administrative functions as needed, including OTP application review.
Collaborate with the marketing and communications team to maintain segmented lists for targeted outreach and campaigns.
Represent PCA professionally in interactions with members, partners, and industry stakeholders.