Association Event, Database Administrator

Premium Cigar Association (PCA)

. Manage day-to-day administrative operations, including correspondence, scheduling, vendor coordination, and supply management.

Posted 11/8/2026full-timeUnited StatesMid-LevelSenior💰 $60,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and administrative capabilities, with proficiency in managing membership databases and coordinating events. Exhibits exceptional communication skills and attention to detail, ensuring operational excellence in a collaborative environment.

Highest-signal resume keywords

Office AdministrationMembership Database ManagementMicrosoft Office Suite ProficiencyOrganizational SkillsTrade Association Experience

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office ManagementData AccuracyEvent CoordinationAccounts PayableDatabase AuditsMembership RenewalsLogistics CoordinationReport GenerationVendor CoordinationSupply Management

Soft Skills

Written CommunicationVerbal CommunicationAttention to DetailTeam CollaborationIndependent Work

Tools & Technologies

AMSCRMMicrosoft WordMicrosoft ExcelMicrosoft OutlookMicrosoft PowerPointMicrosoft TeamsSlack

Industry Keywords

Non-Profit ManagementMembership-Based EntityCigar IndustryTobacco IndustryTrade Show Operations

About the role

Key responsibilities & impact

Manage day-to-day administrative operations, including correspondence, scheduling, vendor coordination, and supply management.
Serve as the first point of contact for member inquiries and route communications to appropriate staff.
Coordinate board meetings, committee calls, Women of PCA, and staff meetings; prepare agendas, record minutes, and track action items.
Coordinate office maintenance with the property manager.
Support the CEO and staff with administrative tasks, travel arrangements, and projects.
Assist with accounts payable and receivable processes, 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, travel, hotels, and onboarding.
Order office and kitchen supplies, manage inventory, and maintain office equipment.
Process incoming mail and assist with shipping packages and mail.
Assist with scheduling meetings, preparing notes, and coordinating deliverables.
Support coordination of the PCA Trade Show, including exhibitor communications, logistics, and on-site operations.
Enter and update membership database records and conduct accuracy reviews.
Conduct database audits and data hygiene projects, including deduplication, record updates, and privacy compliance.
Onboard new members and manage renewals, lapses, and cancellations.
Generate AMS reports and dashboards for membership trends, event registration, and program participation.
Process state member reports for government affairs.
Assist members with resetting member portal logins.
Review registration and housing lists and support other trade show administrative functions, including OTP application review.
Collaborate with marketing and communications to maintain segmented outreach lists.
Represent the PCA professionally with members, partners, and industry stakeholders.

Requirements

What you’ll need

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.

Benefits

Comp & perks

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
Flexible work from home options available
Ability to travel required – periodically throughout the year