Administrative Coordinator

Top Job

Located in Parma, OH

Salary: $30/hr

Association Administrative Coordinator

Part-Time Administrative Coordinator | Executive Support | Event Coordination | Member Services

Pay

• $30/hour
• Year-end bonus opportunity
• Typical annual 3% raise approved by the Board of Directors each January

Schedule

• Monday – Thursday
• 6-hour workdays
• Flexible schedule:
  • 9:00 AM – 3:00 PM OR
  • 10:00 AM – 4:00 PM
• No Fridays throughout the entire year

A respected Cleveland-based Association is seeking a highly organized and professional Association Administrative Coordinator to provide executive-level administrative support to the CEO, Board of Directors, Contractor Members, and Associate Members.

This position is ideal for an experienced Administrative Coordinator, Executive Assistant, Office Administrator, or Operations Coordinator who thrives in a collaborative, member-focused environment and enjoys balancing administrative operations, event coordination, communications, and financial support responsibilities.

The Administrative Coordinator plays a critical role in ensuring smooth daily operations, effective member communication, and successful execution of association initiatives and events.

Key Responsibilities

Executive Administrative Support

• Coordinate and manage complex calendars for leadership and Board activities
• Schedule meetings, prioritize appointments, resolve scheduling conflicts, and prepare agendas and meeting packets
• Record and distribute accurate meeting minutes to ensure follow-up and accountability
• Provide high-level administrative support to the CEO and Board of Directors

Member Services & Association Support

• Support Contractor Members and Associate Members with onboarding, communication, and ongoing service needs
• Respond promptly to member inquiries and provide solutions to questions and requests
• Maintain and update association website member information and records
• Assist with prospective member outreach and onboarding activities

Communication & Office Coordination

• Draft, edit, and distribute professional emails, notices, memos, reports, and association communications
• Coordinate internal and external correspondence on behalf of leadership
• Utilize existing templates to create and distribute a monthly association newsletter
• Serve as a key point of contact for members, vendors, and business partners

Meeting & Event Planning

• Coordinate and execute five annual Board/Membership meetings
• Organize association events including:
  • Annual golf outing for approximately 175 attendees
  • Holiday party for approximately 150 attendees
• Manage event logistics, scheduling, vendor coordination, travel arrangements, and follow-up activities

Operational & Financial Administration

• Track deadlines, maintain documentation, and support project coordination
• Help streamline workflows and administrative processes to improve operational efficiency
• Collaborate with the Association Bookkeeper on biweekly check runs
• Manage disbursements through paper checks, ACH payments, and online bill pay
• Coordinate with external auditors during the annual comprehensive audit process

Relationship & Confidentiality Management

• Build and maintain strong professional relationships with members, vendors, partners, and stakeholders
• Handle confidential and sensitive information with professionalism and discretion
• Support strategic initiatives and special projects as assigned

Qualifications

• 3+ years of experience in administrative support, executive support, office coordination, or business operations
• Experience supporting executives, leadership teams, corporate vendors, or suppliers
• Strong organizational skills and time management abilities in an office or administrative environment
• Experience with event planning, meeting coordination, and logistics
• Excellent written and verbal communication skills
• Proficiency with:
  • Microsoft 365
  • Microsoft Excel
  • QuickBooks
  • Basic project management platforms
• Ability to work independently, anticipate needs, and solve problems proactively
• High level of professionalism, emotional intelligence, and discretion
• Bachelor’s degree preferred but not required

Desired Competencies

• Proactive and solution-oriented mindset
• Strong attention to detail and organizational accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Collaborative and relationship-focused approach
• Strong judgment and confidentiality skills

What Success Looks Like

• Smooth coordination between the CEO, Board of Directors, Contractor Members, and Associate Members
• Clear, timely, and professional communication across the association
• Accurate coordination with the Bookkeeper and external Auditor
• Projects, deadlines, and commitments remain on track without follow-up reminders
• Association events are professionally executed and well organized
• Leadership and members feel consistently supported and informed

Benefits

• Personal Days and Vacation time can be discussed
• No health benefits offered

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