Member Events & Meetings Specialist

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.

•       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.

•  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.

•  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.

•  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.

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

•  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.

•  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.

•       Experience with association management.

•       Experience working with volunteers.

•       CMP certification preferred.

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.

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.