Member Events & Meetings Specialist

Position Summary

This position coordinates high-quality professional experiences for PICPA members, volunteer leaders, governance bodies, and other stakeholders across in-person and virtual settings. The position also manages third-party event-production contractors, supports initial review of event-related financials, and requires frequent travel within Pennsylvania and attendance outside normal business hours.

Responsibilities

Professional Event Planning

Coordinate and implement professional, member-facing events, including creating and managing timelines, managing and tracking budget and costs, and collaborating with other PICPA teams as required.

Collaborate with partners and internal team members on marketing ideas, event details, marketing review, and signage, and coordinate implementation with the Marketing & Communications team. This also includes engaging with members and building relationships with stakeholders.

Apply event-planning expertise, contract knowledge, and facility requirements to deliver high-quality event management.

Select, negotiate, and sign vendor agreements for events within established authority and approval processes.

Schedule and attend site visits, maintain knowledge of the events industry, and serve as the primary facility and venue contact for regional events.

Lead onsite execution, including staff schedules, assignments, instructions, supplies, and support.

Manage room blocks and hotel accommodations for staff, speakers, and other designated attendees.

Monitor registrations and recommend event cancellations or adjustments when appropriate.

Process event invoices and reconcile in-person programs.

Compile event details for Aptify and web updates and verify the accuracy of meeting records and web content.

Create member feedback opportunities, analyze evaluations, and summarize findings to improve programming and participant experience.

Manage third-party contractors and interns supporting in-person event production.

Solicit and coordinate sponsors which includes collecting payment, ensuring sponsors receive contracted benefits, managing sponsor relationships, sending communication deliverables to PICPA and CPAx staff, and making sure deliverables are executed.

Governance Meeting Planning and Administration

•   Coordinate annual and long-range calendars for assigned governance and volunteer-leader meetings, including Outlook invitations, receptions and meals, RSVP tracking, attendee lists, and room-block reconciliation.

Prepare agendas, roll calls, consent materials, prior minutes, and approved meeting packets; coordinate timely review and distribution and maintain SharePoint records.

•   Support accurate capture, drafting, and routing of meeting minutes and notes using approved technology and confidentiality practices.

Maintain current distribution and invitation lists as board terms, committee membership, and staff participation change; coordinate clear, professional communications with members, volunteer leaders, and internal stakeholders.

•   Coordinate virtual and onsite meeting logistics, including venues, meeting rooms, accommodations, materials, receptions, and dinners, and escalate scheduling conflicts, missing records, and other risks promptly.

Event Input Process

Work with planners across Member Programs & Strategy, Government Relations, and the PA CPA Foundation to move PICPA-produced events through the appropriate internal process and prepare them for sale on the website.

•   Proofread each published event page and verify content accuracy.

Administrative and Other Duties

Create, manage, review, and analyze annual Member Experience budgets, which may exceed $250,000 per budget.

•   Provide initial review of event-related accounts receivable and accounts payable, with final approval by the Foundation Manager or Chief Programs and Strategy Officer.

Manage logistics for PICPA awards and honors, including the Young Leaders Awards, and milestone-member recognition.

•   Stay current on venue guidelines, state and local safety ordinances, and internal PICPA policies related to in-person events.

Perform other duties as assigned.

Report directly to the Foundation Manager.

Education & Experience Requirements

•   Experience leading projects and meetings and working with volunteers and committees.

Technical Requirements

Ability to use Microsoft Outlook and SharePoint to manage calendars, communications, meeting materials, and records.

•   Ability to use Aptify (our data base), web-based registration tools, and data to support accurate event setup, participant service, and decisions.

Skills Requirements

Engaging self-starter with an autonomous and collaborative approach, professional business etiquette, and relationship-building skills.

•   Excellent organizational, professional meeting-planning, and project-management skills.

Deadline-oriented approach to projects, meetings, and events.

•   Ability to work independently and as part of a team.

Strong interpersonal skills, including diplomacy, negotiation, and conflict resolution.

•   Strong written and verbal communication skills.

Excellent customer and member service skills.

Preferred Skills

Experience with association management.

Experience working with volunteers.

CMP certification preferred.

Internal Contacts

Foundation Manager; Chief Programs and Strategy Officer; Membership & Programs Team; Marketing & Communications; Government Relations; executive and administrative staff; and other PICPA teams supporting meetings and events.

External Contacts

PICPA members; board, council, foundation, committee, and other volunteer leaders; venues, hotels, vendors, contractors, sponsors, speakers, and event participants.

This position requires between 20% to 30% of travel.