Join Our Team: PPAI Careers & Culture

Meeting Planner

Location: Irving, TX

Reports to: Senior Manager, Events & Expositions

Job Summary:

The Meeting Planner is responsible for supporting the planning, organization, and execution of the association’s annual PPAI Expo and 4-5 membership Events throughout the year. This position requires strong attention to detail, organizational abilities, and proactive problem-solving skills to ensure seamless event execution.

Travel Requirements:

This role requires travel to support key events, including:

January: The PPAI Expo

May: North American Leadership Conference (NALC)

June: Women’s Leadership Conference (WLC)

September: Responsibility Summit

October: Leadership Development Conference (LDC)

Site Visits: Throughout, As Needed

Key Responsibilities:

• Event Logistics (25%): Manage meeting details, including food and beverage selections, audiovisual requirements, timelines, room diagrams, and onsite execution. Review BEOs, MEOs, and function orders with venues / vendors to ensure accuracy.
• The PPAI Expo Logistics (25%): Oversee meeting space assignment and allocation, ancillary space requests, and internal & external food and beverage orders. Coordinate billing, audiovisual needs, timelines, and room setups while working collaboratively to ensure seamless execution.
• Event Onsite Support (15%): Oversee setup and breakdown of events, ensuring all logistical components- such as AV, food and beverage, room sets, and venue logistics- are executed as planned.
• Expo Onsite Support (15%): Oversee onsite logistics, ensuring seamless execution across key meeting spaces, including but not limited to General Session, Breakout Rooms, Show Floor food and beverage activations, and internal functions. Maintain visibility throughout external meeting spaces, proactively addressing logistical challenges. Manage and guide 1-2 temporary meeting planners, ensuring all onsite coordination follows established plans.
• Budget and Invoicing (5%): Assist in budget development and expense tracking, ensuring all costs are property reconciled and aligned with financial objectives.
• Milestone & Timeline Management (5%): Maintain and track critical deadlines to ensure all key event milestones are met.
• Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements:

• 2+ years of experience in event management.

Knowledge, Skills and Abilities:

• Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines.
• Attention to Detail & Adaptability: High attention to detail, problem-solving, and flexibility to handling onsite changes.
• Effective Conflict Resolution & Problem Solving: Skilled in negotiation skill and strategic thinking to tackle challenges and resolve conflict efficiently.
• Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint.
• Financial Management: Ability to budget, track expenses, and ensure cost-effective event execution.
• Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations

Specific Qualifications:

• Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.
• Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination.
• Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation.
• Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status (Exempt / Non-Exempt): Exempt
• Compensation (Hourly / Salary): Salary
• Job Status (Full-Time /Part-Time /Temp): Full-Time
• Daily Schedule (Start time Flexible / Not Flexible): Flexible
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity:

• Manual Labor & Heavy Lifting: Involves lifting, carrying, and positioning event equipment and materials
• Frequent Walking & Active Movement: Extensive on-foot travel throughout event spaces to oversee setup and logistics
• Dynamic Physical Tasks: Requires pushing, pulling, bending, and stooping to assist with setup and adjustments.
• Prolonged Standing & Sitting: Alternates between stationary and active roles depending on event needs.
• Endurance & Stamina: Long work hours, extended workweeks, and high-energy demands, especially during peak event periods.

Work Environment:

• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require.

Event Support Administrator

Location: Irving, TX

Reports to: Senior Manager, Events & Expositions

Job Summary:

The Event Support Administrator plays a critical role in assisting the planning, coordination, and execution of the association’s annual Expo and Events. Reporting to the Senior Manager, Events & Expositions, this position provides essential logistical and administrative support to ensure smooth operations and successful event outcomes.

Travel Requirements:

This role may require travel to support key events, including:

January: The PPAI Expo

May: North American Leadership Conference (NALC)

June: Women’s Leadership Conference (WLC)

September: Responsibility Summit

October: Leadership Development Conference (LDC)

If travel is required, we will provide ample notice in advance for each event.

Key Responsibilities:

• Onsite and Pre-Show Support (30%): Assist in various roles before, during, and after events, ensuring smooth operations.
• Event Coordination (25%): Support in organizing and coordinating events and exhibitions, ensuring all assigned logistics details are managed efficiently.
• Administrative Duties (20%): Provide general administrative support, including managing communications and handling special projects.
• Research Assistance (10%): Conduct research projects, vendors, venues or special initiatives, as directed.
• Customer Service (5%): Monitor the Exposition inbox, respond to inquiries, and deliver exceptional customer service.
• Shipping (5%): Coordinate scheduling, packing, and shipping for events.
• Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements:

• Minimum of 1 year of experience in events or administration support.

Knowledge, Skills and Abilities:

• Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines.
• Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint.
• Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations

Specific Qualifications:

• Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.
• Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination.
• Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation.
• Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs.

Preferred Qualifications:

• Event planning background is preferred but not required. Experience in customer service, administration, or hospitality industries is highly valued.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status (Exempt / Non-Exempt): Non-Exempt
• Compensation (Hourly / Salary): Hourly
• Job Status (Full-Time /Part-Time /Temp): Full-Time
• Daily Schedule (Start time Flexible / Not Flexible): Flexible, Pre-Approved by Manager
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity

• Sitting
• Standing
• Lifting
• Pushing/Pulling
• Bending/Stooping
• Extended work hours, extended weeks (endurance requirement)

Work Environment

• Office environment
• Trade show floor or event venues
• Temperature-controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require

PPAI is an Equal Opportunity Employer (EOE)

Apply to: apply@ppai.org

Job Title: Manager of Volunteer and Executive Operations

Department: Executive

Reports to: President & Chief Executive Officer (CEO)

Location: Irving, TX

FLSA Status: Exempt

Job Summary:

The Manager of Volunteer and Executive Operations plays a pivotal role in leading association governance, policies and procedures, board initiatives, volunteer committee program management and providing high-level administrative support to the executive leadership team. This position is responsible for overseeing Board, Executive and Governance management along with administrative operations, managing executive schedules, handling complex communications, and coordinating high-priority executive-led projects.  Duties also include oversight of several committees and the overall management of the volunteer programs.  The Manager of Volunteer and Executive Operations works closely with senior leadership, board of directors, and internal/external stakeholders.

Key Responsibilities:

1. Board Support (20%)

• Liaise with the CEO and PPAI Board of Directors and, as necessary PPEF Board of Trustees, to assist in Board Oversight, including meeting logistics (including potential retreats), agenda preparation, documentation and minutes to ensure effective governance support.
• Assist Executive team with Board meeting presentation development, including scheduling of preparation meetings, rehearsals, associated logistics and other.

2. Governance Management (10%)

• Monitor organizational compliance with governance policies, bylaws, and legal requirements; collaborate with legal counsel to support regular reviews and updates as needed.
• Continuously assess and improve governance procedures to enhance transparency, efficiency and Board effectiveness.
• Facilitate Board member onboarding, training and communication to promote informed participation and strong governance leadership.

3. Volunteer Engagement (25%)

• Develop, implement, and maintain standardized processes and procedures to support volunteer operations.
• Serve as the primary point of contact to ensure clear communication, alignment and adherence to PPAI volunteer processes and procedures.
• Manage the Board Officer Nominations Council process, ensuring protocol is maintained, while organizing the interview process including venue procurement.
• Oversee the annual Leadership Advisory Committee processes to identify and qualify board candidates.
• Govern all volunteer committees and action groups in development of charters, rosters, and policies and procedures
• Guide the Awards Committee with annual selection of award recipients.

4. Executive Support (15%)

• Manage and maintain executive calendars, including scheduling meetings and travel, ensuring effective time management and prioritization.
• Act as the primary point of contact for internal and external stakeholders, handling confidential and sensitive information with discretion.
• Assist in the preparation for board meetings, executive presentations, and other high-level functions.
• Maintain a high level of confidentiality regarding all matters related to the executive leadership team, organizational strategy, and sensitive information.

5. Event Planning and Coordination (10%)

• Plan and collaborate with PPAI Events team to set up special events, conferences, or senior leadership retreats, including venue selection, logistics, and overall event execution.
• Includes board meetings, and special events as needed (townhalls, strategic planning sessions, leadership, etc.).
• Serve as the main point of contact for Executive and Board members, including coordinating travel and handling event-related communications.

6. Employee Enrichment (15%)

• Develop and manage an online company store to be opened on a quarterly basis. Work hand in hand with HR and Finance to ensure staff points and taxes are tracked accordingly.
• Work with HR to coordinate an annual employee recognition event to include venue selection, entertainment, and staff awards.

7. Budget and Expense Management (5%)

• Oversee the executive office’s budget, ensuring adherence to financial guidelines and proper allocation of resources.
• Process executive team and board expenses and reimbursements in a timely and accurate manner.

Experience:

• Minimum of 7-10 years’ of experience in volunteer, Board and/or governance, preferred within the nonprofit sector and a strong understanding of the unique dynamics of mission-driven organizations.
• Demonstrated experience managing or working closely with associations and/or Boards of Directors, with strong knowledge of executive governance, board processes, and related policies and procedures.
• Skilled in navigating complex stakeholder relationships, particularly in environments involving Executive leadership and Board Members.
• Proven ability to support and engage volunteer groups.
• Experience in a fast-paced corporate or nonprofit environment.
• Advanced problem-solving and decision-making skills.
• Experience with event planning and logistics.

Skills:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills, with the ability to draft clear, concise, and professional documents.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Ability to handle confidential and sensitive information with discretion.
• Strong leadership and team management skills.
• Ability to work independently, exercise sound judgment, and prioritize multiple tasks effectively.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Management, or related field preferred

Job Status

• FLSA Status (Exempt / Non-Exempt): Exempt
• Compensation (Hourly / Salary): Salary
• Job Status (Full-Time /Part-Time /Temp): Full-Time
• Daily Schedule (Start time Flexible / Not Flexible): Flexible
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity

• Sitting
• Standing
• Lifting
• Pushing/Pulling
• Bending/Stooping
• Extended work hours, extended weeks (endurance requirement)

Work Environment

• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: Must be able to travel (approximately 30%)

PPAI is an Equal Opportunity Employer (EOE)

Software Engineer
Location: Irving, TX
Reports to: Full Stack Developer

At PPAI, we are committed to excellence, transparency, and continuous improvement in everything we do. We value clear and honest communication, consistently meeting deadlines, and delivering high-quality work that serves both internal and external audiences. As a team, we strive to be fair, responsive, and supportive of our colleagues, leadership, members, and partners. We embrace change as an opportunity to grow and adapt – both individually and as an organization.  We empower every team member to take ownership of their impact and career development. Together, we uphold the cultural values, mission, and guiding principles that make PPAI a leader in the promotional products industry.

Job Description:

PPAI is looking for a highly skilled systems integrator with a background in NetSuite implementation, software development, and systems integration to join our IT team. This role will be instrumental in growing the organization’s capabilities, enabling seamless interaction across internal and external systems while ensuring performance, reliability, and maintainability of our technology’s ecosystem.

Responsibilities:

• Lead and support NetSuite customization and integration efforts using SuiteScript, REST-based APIs, and middleware platforms such as Celigo.
• Collaborate with stakeholders to perform requirements gathering, analysis, and technical design for new features and integration.
• Develop, maintain, refactor, and debug .NET-based web applications and support systems on Windows Server infrastructure.
• Write, maintain, and optimize SQL queries and scripts to support data-driven functionality and reporting.
• Analyze and resolve complex technical issues across systems and platforms.
• Manage code changes and deployment pipelines using git and other source control tools.
• Participate in performance monitoring, optimization, and system health checks.
• Ensure all development complies with security standards and best practices, including PCI-Compliance where applicable.
• Collaborate cross-functionally with finance and operations to support evolving business needs.

Required Skills:

• 6+ years of experience in software development and systems integrations
• Hands-on experience implementing and customizing NetSuite ERP, including SuiteScript
• Strong experience with .NET, SQL and REST-based APIs
• Proficient in Git and version control workflows
• Proven ability to debug and troubleshoot complex systems and data flows
• Strong testing and documentation skills; secure coding practices
• Experience with requirements analysis and translating business needs into technical solutions

Preferred Skills:

• Experience with Celigo or similar systems integrator tool (MuleSoft, etc)
• Familiarity with Python scripting for automation and report generation
• Knowledge of PCI-DSS Compliance and NIST standards
• Experience with performance tuning and system optimization
• Utilizes AI tools in an ethical, productive, and responsible manner

Requirements:

• Flexible on-site hybrid or fully remote work model available
• Headquarters is based in Irving, Texas – candidates must be eligible to work in the U.S. and be able to travel occasionally (3%) for team and industry events
• Completion of security awareness training modules monthly and achievement of your TAS (Trained Advertising Specialist) certificate within the first year
• Physical activity may require sitting, standing, lifting, pushing/pulling, bending/stooping, and occasional extended work hours
• 4 year college degree or equivalent work experience

PPAI is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status. We are committed to building a diverse and inclusive workplace.

Apply by email: apply@ppai.org

Human Resources Coordinator
Location: Irving, TX
Reports to: Human Resources Director

Job Summary:
We are seeking an experienced, people-focused HR Coordinator with a strong HR generalist or HR business partner background to join our team. In this role, you’ll work closely with the HR team to support essential functions such as recruitment, onboarding/offboarding, employee engagement and day-to-day HR operations. The ideal candidate will have a natural ability to build trust across teams, while demonstrating the highest ethical standards. They are proactive, adaptable, and thrive in a collaborative, team-focused environment.

Key Responsibilities:

Recruitment & Talent Acquisition – 30%
• Manage full-cycle recruitment for various roles across departments
• Partner with hiring managers to understand staffing needs and develop effective sourcing strategies
• Screen resumes, conduct interviews, and coordinate interview logistics
• Ensure a positive candidate experience throughout the recruitment process

HR Operations & Generalist Support – 20%
• Support day-to-day HR functions such as employee record maintenance, Paylocity updates, and policy interpretation
• Familiarity with employee benefits programs and processes, with the ability to serve as backup support when needed
• Assist with policy updates, handbooks and procedures
• Maintain confidentiality of sensitive employee information
• Ensure HR documentation and files are up to date and audit-ready

Onboarding & Off-boarding – 15%
• Develop and deliver a smooth onboarding experience for new hires
• Prepare new hire documentation and ensure compliance with all pre-employment requirements
• Coordinate/Facilitate new hire orientation
• Assist with exit interviews

Employee Engagement & Culture – 15%
• Support and lead employee engagement initiatives and programs
• Serve as liaison to the internal culture committees
• Manage the company store points tracking spreadsheet
• Prepare and distribute the internal monthly newsletter

Cross-functional Collaboration & Team Building – 10%
• Serve as a trusted HR liaison and build strong relationships with employees at all levels
• Partner with IT for employee onboarding needs and with Accounts Payable to support HR-related invoicing.

HR Projects & Continuous Improvement – 10%
• Contribute to HR strategy and special projects, such as process improvement or policy updates

Experience Requirements:
• Minimum of 5 years of progressive HR generalist or HR business partner experience
• Proven experience in HR operations, recruitment, onboarding, and offboarding
• Excellent interpersonal, communication, and time management skills
• Demonstrated ability to build trust and maintain confidentiality
• Highly ethical, organized, and detail-oriented

Education Requirements:
• Bachelor’s degree in Business Administration, Human Resources, or a related field

Preferred Qualifications:
• Experience in a fast-paced or cross-functional work environment
• Track record of building and supporting team culture and employee engagement
• Adaptable, deadline-driven, and committed to continuous improvement
• HR certification (PHR, SHRM-CP) is a plus, not a requirement

Association Wide Responsibilities & Values (expectations of everyone)
• Provide honest and ongoing communication as needed to support success throughout the organization
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status
• FLSA Status: Non-Exempt
• Compensation: Hourly
• Job Status: Full-Time
• Daily Schedule: Not Flexible
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity
• Sitting
• Standing
• Lifting
• Pushing/Pulling
• Bending/Stooping
• Extended work hours, extended weeks (endurance requirement)

Work Environment
• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: No travel required

PPAI is an Equal Opportunity Employer (EOE)
Apply to: apply@ppai.org

Registration Coordinator-Temporary
Location: Irving, TX
Reports to: Registration and Housing Manager, Events & Expositions

Job Summary:

The Registration Coordinator is an integral part of the Events & Expositions Team as they assist the Registration & Housing Manager’s operation execution for The PPAI Expo, and other PPAI events as assigned. This position is a full-time temporary position from September-February.

Travel Requirements:

This role requires travel to support The PPAI Expo, January 12-15, 2026, travel dates may vary.

Key Responsibilities:

• Customer Service (75%): Assist with event registration inquiries and concerns. Provide accurate information about event details, dates, and registration procedures. Monitor registration inboxes to support attendees and exhibitors in a timely manner. Assist with incoming calls from new and existing attendees.
• Expo Onsite Support (15%): Assist with onsite event management, including setup and coordination of temps.
• Other Duties as Directed (10%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Knowledge, Skills and Abilities:

• Strong communication and interpersonal skills.
• Ability to work well under pressure and adapt to changing priorities.
• Attention to detail and a proactive problem-solving mindset.

Preferred Qualifications:

• Experience with HubSpot preferred but not required.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status: Non-Exempt
• Compensation: Hourly
• Job Status: Full-Time Temporary
• Daily Schedule: Flexible, Pre-Approved by Manager
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity

• Sitting
• Standing
• Lifting
• Pushing/Pulling
• Bending/Stooping
• Extended work hours, extended weeks (endurance requirement)

Work Environment

• Office environment
• Trade show floor or event venues
• Temperature-controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require