Join Our Team: PPAI Careers & Culture

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

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

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
• Compensation: Salary
• Job Status: Full-Time
• Daily Schedule: 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.

PPAI is an Equal Opportunity Employer (EOE)

Apply to: apply@ppai.org

Manager, Speaker & External Programs

Department: Professional Development

Reports to: Senior Manager, Professional Development Strategy

Location: Irving, TX

Job Type: Full-Time

About PPAI: Promotional Products Association International (PPAI) serves as the voice and standard-bearer for the promotional products industry. We are passionate about education that drives industry professionalism, leadership, and innovation.

Position Overview: The Manager, Speaker & External Programs is responsible for sourcing and managing high-impact speakers, keynote talent, and externally developed education. This role is responsible for ensuring speaker excellence, upholding brand alignment, and seamlessly integrating collaborative education developed in partnership with partners and sponsors.

Key Responsibilities:

Speaker & Partner Management (50%)

• Source, vet, and contract keynote speakers, panelists, and adjunct educators
• Lead prep calls and provide coaching to ensure speaker readiness and alignment with learning goals
• Manage long-term relationships with external contributors and speaker bureaus
• Serve as primary point of contact for all keynote experiences, ensuring they align with event strategy and audience expectations
• Oversee end-to-end speaker experience including run-of-show, AV coordination, and on-site speaker management

Content Customization & Quality Assurance (30%)

• Edit and adapt externally developed or sponsored content to meet PPAI’s educational and visual standards
• Ensure content remains educational and non-promotional, aligned with event and learner needs
• Provide feedback and direction to speakers for consistent quality across sessions

Collaborative Program Development (20%)

• Evaluate and onboard educational partners (e.g., AMA, SHRM, FLA) for co-branded learning initiatives
• Lead integration of partner and supplier-led content into major events such as Expo and WLC
• Develop strategy for external content collaborations that add value for PPAI members

Qualifications & Skills:

• 5+ years in speaker management, conference programming, or educational partnerships.
• Strong communication and coaching skills with experience prepping executive-level speakers.
• Familiarity with speaker bureaus, content licensing, and contract negotiation.
• Demonstrated experience curating keynote-level sessions at major conferences or events.
• Proven ability to manage the full speaker lifecycle, from invitation to on-site logistics, across events from 200-1000 attendees.
• Experience working with external education partners or associations.
• Highly organized with the ability to juggle multiple deadlines and deliverables.
• Detail-oriented with a commitment to excellence.
• Professional and presentable in both appearance and communication.
• Interactive and engaging, with strong interpersonal skills.
• Able to operate with a strong sense of urgency and efficiency.
• Able to bring energy to every interaction while maintaining calm, steady presence under pressure.
• Quick to learn and adaptable in fast-paced environments.
• Background in event or association education preferred.
• This position does require traveling to a minimum of 5 conferences a year.

Job Status

• FLSA Status: Exempt
• Compensation: Salary
• Job Status: Full-Time
• Daily Schedule: 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

PPAI is an Equal Opportunity Employer (EOE)

Apply to: apply@ppai.org

IT Director

Location: Irving, TX

Reports to: CEO

Job Summary:

The IT Director will oversee the technology strategy and operations for PPAI, with key responsibilities around the organization’s Enterprise Resource Planning (ERP). This role is responsible for ensuring the effective and efficient use of technology to support the PPAI’s goals and objectives. The IT Director will lead a team of IT professionals, manage the IT budget, and collaborate with other departments to implement technology solutions that enhance business performance.

Key Responsibilities:

• Technology strategy lead (30%): Develop, implement, monitor, and continue to enhance the organizational IT strategy for PPAI aligned with the associated goals and objectives and all PPAI stakeholders. Ensure overall solutions are scoped with PPAI mission and vision in-mind and implemented in a budget-conscious way.
• Technology infrastructure and ERP (30%): Oversee the management of the organization’s IT infrastructure, including networks, hardware, software, and security. Lead design, development and implementation of the organization’s ERP, ensuring a seamless integration of enterprise systems that creates strong internal processes and procedures, as well as those for external stakeholders. This will include connectivity of technology systems covering financial, CRM, marketing, events, membership, LMS, sales, PMO, business intel, and more.
• Web systems/architecture lead (10%): Provide leadership and guidance for PPAI web properties, managing an internal team responsible for web architecture, SEO, and user experience. Oversee the design, development, and maintenance of scalable and secure web systems, develop and implement SEO strategies, enhance user experience, and collaborate with other departments to align web initiatives with business objectives.
• Department lead (10%): Lead and mentor the IT team, providing guidance and support for professional development. Manage the IT budget, ensuring cost-effective use of resources.
• Accountable thought leader (10%): Collaborate with PPAI Executive Leadership Team and department leads to identify and implement technology solutions that improve business processes and performance. Provide consistent leadership report-outs on performance and project updates. Serve as proactive solutions seeker and open communicator with PPAI leadership. Stay current with emerging technologies and trends, assess their potential impact on the company, and advocate for digital transformation within the industry. Ensure industry standards and regulations compliance.
• Partnership lead (10%): Develop and maintain relationships with external vendors, technology partners, and service providers. Source partnerships and work through internal channels to procure advantageous vendor relationships that are budget-friendly, yet highly effective for PPAI goals and objectives.

Experience Requirements:

• Minimum of 10 years of experience in IT, with at least 5 years in a management role.
• Successful background designing, managing, and implementing complex ERP solutions.
• Proven ability to understand business needs and apply appropriate technology effectively.
• Experience with AI-enabled platforms and business intelligence systems.
• Hands-on leadership experience, leading and contributing directly to projects.
• Strong time management and organizational skills.
• Self-starter with a high level of initiative and attention to detail.

Knowledge, Skills and Abilities:

• In-depth knowledge of IT infrastructure, networks, hardware, software, and security.
• Excellent leadership and team management skills.
• Strong analytical and problem-solving abilities.
• Effective communication and interpersonal skills.
• Ability to manage multiple projects and priorities simultaneously.
• Familiarity with industry standards and regulations.

Specific Qualifications:

• Experience with digital transformation initiatives and leading significant internal change of systems and approaches to leveraging technology.
• Ability to understand existing systems and lead the implementation of streamlined systems.
• Experience in mapping business processes and overseeing web strategy and product development efforts.
• Proven track record of working closely with leadership teams to identify, prioritize, and execute plans.
• Experience in managing IT projects within the marketing industry or similar industries.

Preferred Qualifications:

• Experience working with a nonprofit, association experience a nice-to-have.
• Relevant certifications (e.g., PMP, ITIL, CISSP).

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

• 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

PPAI is an Equal Opportunity Employer (EOE)

Apply to: apply@ppai.org