Join Our Team: PPAI Careers & Culture

Graphic Designer

Location: Dallas, TX

Reports to: Senior Creative Services Manager

Job Summary:

As a member of the in-house creative team, the graphic designer will serve as an internal agency point of contact for design needs. The position is responsible for creating visually compelling and on-brand designs for a variety of projects (including print, web, e-mail, social, etc.).  And collaborate with marketing and creative team members, in addition to internal stakeholders to brainstorm ideas, develop concepts and deliver project objectives.

Objectives of this role

• Thrive in a fast-paced, collaborative environment with a high-volume workload often requiring short turnaround times
• Raise the bar continually providing visual concepts and designs that connect with a desired audience and drives action
• Be adept at varying the look, feel and other visual characteristics based on project objectives while adhering to the PPAI brand standards
• Stay current on latest communication- and client-related industry trends
• Support communication efforts to inform best practices in brand and current brand guidelines for consistent look and feel
• Serves as back-up for digital marketing manager for social media or digital design needs

Key Responsibilities:

Graphic Creation & Visual Excellence (70%)

• Produce original, engaging and effective visual solutions that consistently align with brand standards and marketing goals to increase engagement.

Research & Creative Process: (15%)

• Interpret creative briefs to develop concepts for execution with assigned clients
• As needed, work with marketing managers to obtain additional research to develop an understanding of a client’s needs and target audiences, which could also include online searches, reviews of existing research, interviews with subject-matter experts and in-person meetings
• Present design concepts and final deliverables to internal team and client representative as requested or necessary
• Revise designs based on internal and client feedback

Project Management & Workflow Coordination (10%)

• Actively participate in weekly internal status meetings to ensure consistency in brand messaging, clarity in client goals and alignment across all marketing initiatives.
• Proactively communicate progress and status updates for creative projects documenting any dependencies or client/stakeholder communications and deliverables.

Continuous Improvement & Knowledge Sharing (5%)

• Provide regular content performance insights and recommendations, presenting clear opportunities for design improvements and strategic alignment based on monthly KPI trends and aligning with marketing manager for campaign ROIs on larger-scale projects.

Required skills and qualifications

• Minimum 5+ years of professional experience with strong online portfolio of work
• Ability to work independently and collaboratively in a team environment
• Excellent organizational skills and multitasking ability, managing multiple projects and priorities simultaneously
• Effective communication and interpersonal skills
• Strong attention to detail with all design work
• Adept at learning and contributing feedback on new systems and processes
• Expert knowledge of Adobe InDesign, Photoshop, Illustrator, Acrobat; working knowledge of Canva and other design tools
• Experience with Adobe Premier and/or After Effects is a plus
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook)
• Strong understanding of typography, layout, color theory and brand standards
• Deep understanding of digital and print design best practices, ensuring quality output across
  all formats

Preferred skills and qualifications

• Bachelor’s degree (or equivalent) in graphic design, art, or related discipline
• Experience with content management and project management systems
• Photography experience and proficiency with photo-editing software
• Conceptual abilities and art direction skills

Physical Activity

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

Work Environment

• Office environment
• 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)

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 Administration

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)