SMACNA-Cleveland’s Association Administrative Coordinator would provide high‑level administrative, operational, and strategic support to the CEO, Board of Directors, Contractor members, and Associate Members.

This is a 24-hour per week, Monday - Thursday role, six hours per day, flexible work times.

This role ensures that the Association’s priorities and communications are managed effectively, enabling the Association leadership to focus on organizational goals. The Coordinator will act as a trusted partner, problem‑solver, and liaison across internal teams and external stakeholders.

Key Responsibilities

• Calendar & Scheduling Management — Coordinate complex calendars, prioritize meetings, resolve conflicts, prepare agendas/meeting packets, and complete meeting minutes to ensure that goals of each meeting are achieved.
• Contractor and Associate Member Services — Support existing members and on-board new/prospective members. Quickly reply to member requests and provide solutions to queries. Maintain association website with member information.
• Communication & Correspondence — Draft, review, and manage emails, memos, email notices of events, and general reports. Serve as a point of contact for internal and external communications. Utilize existing templates to complete a brief monthly newsletter for Association announcements.
• Meeting & Event Coordination — Plan and execute five Board/Membership meetings a year, annual golf outing for 175 attendees, and holiday party for 150 attendees, including logistics, travel arrangements, and follow‑up actions.
• Operational Support — Track deadlines, manage projects, maintain documentation, and streamline workflows to improve executive efficiency.
• Maintain Financial Accounts – Collaborate with the Association Bookkeeper for biweekly check runs, manage disbursements through paper checks, online bill pay, and ACH payments. Coordinate with outside Auditor for annual comprehensive audit.
• Relationship Management — Build strong relationships across departments, vendors, and partners; represent the executive with professionalism and discretion.
• Confidential Information Handling — Manage sensitive information with the highest level of confidentiality and judgment.
• Special Projects — Support strategic initiatives, research assignments, and cross‑functional projects as needed.

Qualifications

• 3+ years of experience supporting leaders, executives, and corporate vendors/suppliers.
• Exceptional organizational and time‑management skills within an administrative office setting.
• Experience in event planning and logistics.
• Strong written and verbal communication abilities.
• Proficiency with technical productivity tools (Microsoft 365, EXCEL, Quickbooks, and basic project management platforms).
• Ability to anticipate needs, solve problems proactively, and operate with minimal direction.
• High emotional intelligence, professionalism, and discretion.
• Bachelor’s degree preferred but not required.

Competencies & Attributes

• Proactive mindset — anticipates issues before they arise.
• Detail‑oriented — maintains accuracy across multiple priorities.
• Calm under pressure — manages fast‑paced, shifting demands.
• Trusted partner — exercises sound judgment and confidentiality.
• Strong collaborator — works effectively across teams and levels.

Success in This Role Looks Like

• Smooth operations and optimization of the interaction of the CEO, Board of Directors with Contractor Members and Associate members.
• Communication flows smoothly and timely across the association.
• Accurate coordination with Bookkeeper for bill payment and Auditor for annual audit
• Projects and commitments stay on track without needing reminders.
• Events are well-run and seamlessly operated.
• All Executives and Members of the association feel supported, informed, and able to operate at their highest level.

Pay: $30.00 per hour

Benefits:

• Flexible schedule

Work Location: In person