Association & Database Administrator

Benefits:

• Cigar Samples
• Careers Advancement
• Competitive Compensation
• Flexible Scheduling
• Employee discounts
• 401(k)
• Bonus based on performance
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Job Description

The Association & Database Administrator is a multifaceted role within the PCA's operations team. This individual serves as the organizational backbone of the association - keeping day-to-day office functions running smoothly, maintaining the integrity of the PCA's member and industry database, and assisting in the execution of key association programs and initiatives.

The ideal candidate is exceptionally organized, technologically proficient, and deeply committed to serving the premium cigar community. This role requires someone equally comfortable managing data systems and coordinating logistics as they are engaging with members, vendors, and industry partners.

Association Administration

• Manage day-to-day administrative operations, including correspondence, scheduling, vendor coordination, and supply management.
• Serve as the first point of contact for member inquiries, routing communications to appropriate staff and ensuring timely, professional responses.
• Coordinate board meetings, committee calls, Women of PCA, and staff meetings - preparing agendas, recording minutes, and tracking action items.
• Coordinate with the property manager regarding office maintenance.
• Support the CEO and staff with administrative tasks, travel arrangements, and administrative projects as required.
• Assist with accounts payable and receivable processes, working in coordination with the association's bookkeeper or accountant on membership renewals and trade show exhibitors.
• Assist with Trade Show floor plan creation, booth assignments, sales, and booth approvals.
• Liaise with the CEO for Board member needs, including assisting with travel and hotel matters as well as on-boarding.
• Order office and kitchen supplies and manage inventory and maintain office equipment as needed.
• Process incoming mail, assist with shipping out packages and mail as needed.
• Assist in scheduling meetings, preparing notes, and coordinating deliverables with the appropriate staff.
• Assist with the coordination of the PCA Trade Show, including exhibitor communications, logistics support, and on-site operations.

Database Management

• Perform data entry and update database in membership database, reviewing for accuracy.
• Conduct regular database audits and data hygiene projects - deduplication, record updates, and compliance with data privacy standards.
• Onboard new members into the database and manage the full member lifecycle including renewals, lapses, and cancellations.
• Generate reports and dashboards from the AMS to support membership trends analysis, event registration tracking, and program participation metrics.
• Process state member reports for government affairs as needed.
• Assist members with resetting member portal login.
• Registration and housing list review and 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 the PCA professionally in all interactions with members, partners, and industry stakeholders.

Qualifications

• 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 (AMS, CRM, or similar).
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and Slack.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills; professional, clear, and responsive.
• High attention to detail and a commitment to data accuracy and operational excellence.
• Ability to work independently with minimal supervision as well as collaboratively within a small team environment.
• Prior experience working for a trade association, non-profit organization, or membership-based entity.
• Familiarity with the premium cigar, tobacco, or retail industry - or a genuine enthusiasm for the cigar culture and community.
• Ability to travel required – periodically throughout the year.

Flexible work from home options available.