Join Our Team: PPAI Careers & Culture

Job Title: Project Manager

Location: Irving, TX

Reports To: Director of IT

Job Summary

The Project Management is responsible for establishing and driving PPAI’s enterprise-wide project management strategy that supports organizational effectiveness, efficiency, and accountability. Reporting to the Director of Technology, this role partners across all departments to implement consistent project practices, oversee the use of project management tools, and ensure teams are aligned, informed, and equipped to deliver on key initiatives. This position is critical to organizational success, combining strategic thinking with hands-on execution, while bringing structure, clarity, and process rigor to projects that advance the PPAI’s mission and goals. The role will also provide some direct Project Management, as-needed, within the Technology business unit for related initiatives.

Key Responsibilities

Project Management Strategy & Framework (30%)

· Design, implement, and maintain an enterprise-wide project management strategy that standardizes processes, drives efficiency, and aligns with organizational goals.

· Establish frameworks, workflows, and documentation standards to guide project planning, execution, and evaluation across departments.

· Promote organization-wide adoption of project management best practices through training, resources, and ongoing support.

Project Oversight & Execution (25%)

· Lead the planning and execution of cross-functional initiatives, ensuring projects are delivered on time, within scope, and aligned with strategic objectives.

· Provide structure and guidance to internal project owners, including scoping, resourcing, timeline management, and risk mitigation.

· Collaborate with stakeholders to define project objectives, milestones, and success metrics, ensuring clarity and accountability throughout the lifecycle.

IT Project Support (15%)

· Partner with the IT team to provide project management support on department-led initiatives, ensuring alignment with enterprise PM practices.

· Help manage technical timelines, vendor coordination, and system implementation projects alongside the Director of Technology and IT staff.

· Support clear documentation, change management, and communication processes, updating stakeholders on the progress, risks, and milestones of IT initiatives.

Project Management Platform & Tools Administration (15%)

· Serve as administrator for the organization’s project management platform (e.g., Asana, Workfront, etc.), managing configuration, access, and ongoing support.

· Develop and maintain templates, dashboards, and reporting mechanisms that promote visibility, collaboration, and data-driven decision-making.

· Provide training and user support across departments to ensure consistent use and adoption of tools.

· Work closely with team members and facilitate collaboration from different departments to drive project outcomes and ensure smooth communication and clear understanding of project goals.

Reporting, Communication & Process Optimization (15%)

· Build and maintain project status reports and dashboards to track progress across initiatives and communicate performance to leadership.

· Develop contingency plans to address unforeseen challenges and ensure minimal disruption to project timelines.

· Identify opportunities to improve project processes and workflows, working collaboratively with teams to implement enhancements.

· Foster a culture of accountability and continuous improvement across project teams.

Experience Requirements

· 5+ years of project management experience, successfully delivering projects on time and within budget.

· Solid understanding of project management methodologies (Agile, Waterfall, Hybrid).

· Proficiency in project management tools (e.g., MS Project, Jira, Asana).

· 3+ years working in IT environments, with experience in IT infrastructure or software projects.

· Proven ability to collaborate across teams and manage projects without direct reports.

· 3+ years of experience communicating with both technical and non-technical stakeholders.

· PMP or equivalent certification preferred; Agile certifications are a plus.

Knowledge, Skills, and Abilities

· Project management tools (e.g., Workfront, Jira, Asana)

· Strong coordination and collaboration abilities across teams

· Risk and issue management

· Effective stakeholder communication

Preferred Qualifications

· Bachelor’s degree in Information Technology, Computer Science, or a related field.

· PMP or similar project management certification preferred.

· Proven experience managing IT projects with a strong understanding of project management methodologies (Agile, Waterfall, etc.).

· Strong organizational, time management, and problem-solving skills.

· Exceptional attention to detail.

· Excellent communication and interpersonal abilities.

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: Less than 10%

PPAI is an Equal Opportunity Employer (EOE).

Department: Professional Development
Reports to: Senior Manager, Professional Development Strategy
Location: Irving, TX (Hybrid or Remote)
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 the successful execution of all speaker-related logistics across PPAI’s in-person events. This role manages the full lifecycle of speaker coordination, from contracting and prep calls to backstage support and live execution, ensuring sessions run smoothly and align with brand standards. Ideal candidates will have experience in event production or stage management, with strong organizational skills and attention to detail. This role focuses on speaker logistics and program delivery, rather than curriculum development, and plays a key part in bringing high-profile sessions and external partner content to life.

Speaker Coordination & Execution (50%)

• Manage the end-to-end logistics for keynote speakers, panelists, and guest presenters, from contracting to onsite coordination
• Schedule, host, and document prep calls to ensure speakers meet timing, AV, and format expectations
• Coordinate speaker arrival times, deliverables, and run-of-show documents for seamless event execution

Event Production & Program Logistics (30%)

• Serve as the primary point of contact for speaker-related logistics before and during events
• Collaborate with AV, operations, and staging teams to manage flow of sessions and transitions
• Assist with onsite stage management duties including backstage direction, timing cues, and speaker readiness

Partnership & Sponsor Content Execution (20%)

• Implement externally developed or sponsored content sessions, ensuring they meet PPAI’s quality and branding guidelines
• Track session materials, approvals, and communications related to third-party contributors
• Provide support and guidance to partner organizations submitting content for inclusion in events or digital programs

Qualifications:

Required Experience & Skills:

• 4+ years of experience in event production, speaker coordination, or program logistics for conferences or large-scale events
• Proven ability to manage multiple speaker timelines, prep calls, and run-of-show details across concurrent sessions or formats
• High attention to detail with strong organizational and time management skills
• Experience coordinating with AV teams, staging crews, or backstage operations for live events
• Excellent communication skills with the ability to confidently guide speakers and external partners
• Comfort working in fast-paced, deadline-driven environments with many moving parts
• Proficiency in Microsoft Office and collaboration tools such as Outlook, SharePoint, or project/task management software (e.g., Trello, Asana, Monday.com)

Preferred Qualifications:

• Experience in stage management, theatrical production, or backstage coordination is highly valued
• Familiarity with speaker bureaus, contract management, or talent booking
• Previous work with sponsor-driven or externally sourced content in an event or association setting
• Knowledge of PPAI’s mission and/or the promotional products industry is a plus but not required

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)

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 / 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.

Account Manager – Business Development  

Location: Irving, TX

Reports to: Manager, Supplier & Business Services Sales

Job Summary: 

PPAI is seeking a highly motivated and results-driven Account Manager to join our team. This role will be instrumental in driving growth and retention through building and maintaining strong relationships with key members and stakeholders. The ideal candidate will have experience in account management, advertising sales, tradeshows and a strong ability to identify opportunities to enhance member satisfaction and engagement. 

This role offers a dynamic opportunity for a highly motivated individual to make a significant impact on growth and success of the organization by driving membership engagement and satisfaction. 

Key Responsibilities: 

Sales/ Account Management (70%) 

• Harness the power of a consultative sales approach, tailoring sales methodologies to meet the unique needs of customers. Sell exhibit space, sponsorships, and advertising for association media, events, tradeshows, and other identified items with finesse and expertise. 
• Drive maximum revenue growth within the territory by expanding diversified revenue streams while strictly adhering to pricing guidelines for optimal results. 
• Utilize CRM, sales platforms, and departmental processes to streamline operations and drive overall company success. 

Relationship Management (20%) 

• Cultivate and maintain strong relationships with key decision-makers and influencers through continuous and effective communication strategies. 
• Ensure comprehensive coverage of the target market, actively pursuing new business opportunities and promptly engaging with all prospects and leads. 

Industry Knowledge (10%)

• Stay at the forefront of clients’ businesses, competitors, and industry trends to provide informed solutions and maintain a competitive edge. 

Experience Requirements: 

• Bachelor’s degree in business-related field is preferred. 
• A strong track record of at least 5 years in account management, demonstrating revenue growth, strategic thinking and exceptional customer service skills. 
• Strong communication skills and time management abilities.  
• Proficient in Microsoft Office Suite and Hubspot. 
• Must be able to travel 10% of the year. 

Knowledge, Skills, and Abilities: 

• Excellent customer services and negotiation skills. 

• Effective analytical and problem-solving abilities. 

• Strong communication and interpersonal skills. 

• Ability to manage multiple projects and priorities simultaneously. 

• Familiarity with industry standards and regulations. 

Specific Qualifications: 

• 5+ years of experience in account management or client-facing role. 

• Ability to analyze data and metrics to optimize account management strategies and improve member engagement. 

• Comfortable managing multiple accounts and priorities while maintaining focus on high-value strategic initiatives. 

• Proven track record of working closely with leadership teams to identify, prioritize, and execute plans. 

• Proven track record of exceeding sales plans 

Preferred Qualifications: 

• Knowledge of how member associations operate, including membership tiers, fees, services, and engagement strategies. 

• Ability to collaborate effectively with marketing, finance, media, event planning, and other teams to deliver value to our members. 

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 + Commission 

• Job Status (Full-Time /Part-Time /Temp): Full-Time 

• Daily Schedule (Start time Flexible / Not Flexible): Not Flexible 

• Work Location: Position is preferred to work from HQ location with Hybrid Remote Work Model, however, Remote will be considered. 

Physical Activity 

• Sitting  

• Standing 

• Lifting 

• Pushing/Pulling 

• Bending/Stooping 

• Extended work hours, extended weeks (endurance requirement) Travel to and work offsite at PPAI tradeshows and events and customer visits as required. Requires extended work hours beyond an 8-hour workday.  

Work Environment 

• Office environment: Yes/Hybrid 

• Trade show floor or event venues 

• Temperature controlled environment 

• Travel: Multiple days per trip, up to 10% 

PPAI is an Equal Opportunity Employer (EOE) 

Apply to: apply@ppai.org