Careers

Join the WSCPA Team

We are currently recruiting for a Conference & Events Coordinator to join our team. Please see the job description and how to apply below. We do our best to review every application; sheer numbers may make it difficult to respond in a timely manner. Thank you for your patience.

Conferences & Events Coordinator

CONFERENCE PLANNING & COORDINATION (60%)

• Work with Director of Membership in all aspects of WSCPA-sponsored conferences from conception through post-event follow-up.
• Oversee, with input from chapter and conference planning committees, all aspects of event planning, including agenda development, speaker and topic selection, and promotional efforts.
• Manage speaker coordination, including contacting and confirming availability, obtaining speaker contracts, bios/headshots. session information and materials, and
• Select and book event venues, ensuring no date/topic conflicts, and confirming with stakeholders.
• Ensure content and logistics for conferences meet state and national standards for continuing education.
• Maintain and update conference-related information in the database, including dates, locations, agendas, pricing, and other relevant information.
• Assist in the preparation and distribution of conference manuals and materials.
• Oversee invoices and billing for conference-related expenses.
• Work with the Director of Membership on budget preparation and monitoring.
• Track registration numbers and other key metrics to ensure financial targets are met.
• Assist with the administration of sponsorship programs for conferences and other events.
• Ensure all required materials are received from sponsors (logos, ads, etc.) and that sponsor recognition is managed appropriately.
• Coordinate with the marketing team to develop materials promoting the benefits of sponsorship.
• Coordinate with the marketing team to promote conferences and events through various channels.
• Assist in the development of marketing materials and strategies to increase conference attendance and engagement.
• Ensure timely and accurate communication with speakers, sponsors, committee members and attendees.
• Manage conference survey creation and distribution, including post event follow-up with speakers.

SPECIAL EVENTS AND VOLUNTEERS (15%)

• Help secure venues, contracts, and event coordination for member engagement events, including chapters and special networking events.
• Work with relevant planning committees to ensure engagement in the planning process.
• Schedule and join planning meetings to ensure proper documentation is kept  and ensure committee information, meetings, polling schedules are maintained and accurate in our system.
• Select and book venues on appropriate dates
• Check industry tax filing dates for potential conflict
• Contact and confirm speaker availability; maintain contact as necessary to obtain session information, materials, travel needs, etc. 
• Manage the planning and on-site process; oversee and provide on-site assistance.
• Work with supervisors to ensure staff coverage for special events.
• Ensure all marketing, dates, and event details are accurate and follow up with registrants as needed.
• Work with the marketing department to prepare any necessary materials, notifications, graphics, and other deliverables   
• Work to ensure events stay within identified budgets.

ON-SITE EVENT LOGISTICS (10%)

• Ensure seamless execution of all logistical aspects during conferences and events.
• Oversee registration and check-in processes and provide assistance to attendees and speakers as needed.
• Coordinate food and beverages, session room setups, and all other aspects of on-site logistics and timeline.

MEMBER SERVICES & EDUCATION ASSISTANCE (10%)

• Serve as a member of the customer service team, providing phone and chat assistance to serve members, prospective members, and public inquiries concerning WSCPA membership and other related concerns.
• Provide help for society-wide events and initiatives as needed.
• Participate in organizational meetings and provide input on strategic planning and operational improvements.
• Provide general administrative assistance to the Membership & Education department as needed.
• Meet regularly with the department head to accomplish the key education-related initiatives.

OTHER  (5%)

• Understand and demonstrate WSCPA culture, values, and attributes.
• Utilize project management platform to manage projects
• Establish annual goals in accordance with society’s strategic measures.
• Create, maintain, and update position timeline and procedures associated with this position, annually.
• Other duties as assigned.
• Represent WSCPA at community and WSCPA sponsored events.

PRACTICAL REQUIREMENTS

• Hybrid work environment: expected to work in person at the office as required.
• Ability to travel locally and work at off-site locations as needed.
• Reliable transportation to ensure timely arrival at various work sites.
• Ability to work occasional evenings and extended hours during conference days, including move-in and setup, the day before and the day of events

QUALIFICATIONS

• High school diploma or equivalency
• One year of experience in organizing and coordinating conferences/similar functions with some experience in managing speakers, booking venues, and coordinating logistics.
• One to three years’ experience in an administrative and/or customer service role.
• College coursework in liberal arts, office applications or related field a plus.
• Association or not-for-profit experience a plus.
• Strong customer service experience with the ability to interact professionally with members, vendors, sponsors, and other stakeholders.
• Excellent written and verbal communication skills and ability to handle inquiries, communicate event details clearly, and collaborate effectively with teams.
• Strong organizational skills with the ability to manage multiple tasks and deadlines with experience working independently and with teams to deliver high-quality outcomes.
• High proficiency in word processing and spreadsheet software, including Word, Excel and PowerPoint. Database experience helpful.
• Proficient in business writing, spelling, grammar and proofing.

EMPLOYEE BENEFITS

• Meaningful Work: Play a crucial role in supporting and advancing the CPA profession. Don’t worry, you don’t have to be a CPA to work here, most of us aren’t!
• Amazing Team: Work with awesome coworkers in a supportive environment.
• Comprehensive Health Coverage: Medical, dental, vision, and life insurance to keep you and your family healthy.
• Flexible Work Environment: Enjoy a hybrid schedule with 3 days in the office and 2 days at home. Our standard workweek is 37.5 hours.
• Financial Security: 401(k) plan with a 4% match to help you save for the future.
• Generous Time Off: Enjoy PTO, holidays, and extended time off in December (dates vary). Plus, we close early before most major holidays to give you a head start on your celebrations.
• Convenient Amenities: Free parking with EV charging, an on-site gym, amenities center, and cafe.
• Strengths-Driven Team: Collaborate in a culture that prioritizes and develops your strengths

How to Apply

To apply, please submit a cover letter and resume in Microsoft Word or PDF format to careers@wscpa.org. Include “Conference Coordinator” in the subject line. A real, live person reads all applications. It is our way as a small company to get to know why you want to be part of our team. Only local candidates will be considered. We are currently working hybrid; this position requires the ability to come into the office 3 days per week.

About Us: WSCPA is a professional membership association serving CPAs throughout Washington since 1904. Our office is in Bellevue, Washington. We offer a hard-to-beat benefit package which includes a 37.5-hour work week, flexible scheduling, telecommuting and free parking. Employees are covered by medical, dental, vision, flexible spending account, long term disability, basic life insurance and an EAP. Employees are able to enroll in our organization’s 401(k) plan, as well as our discretionary profit-sharing plan subject to eligibility and vesting. New employees receive 18 days of PTO annually, and 11 paid holidays throughout the year.

Equal Opportunity Employer: Washington Society of CPAs is an Equal Opportunity Employer. We do not tolerate discrimination or harassment on any basis protected by applicable law.

Compensation: This full-time, 37.5 hours per week position is an FLSA (Fair Labor Standards Act) Non-Exempt hourly position. The hiring wage rate is $27.00-$29.00 per hour DOE. The full wage range for this position is $23.51-$32.92 per hour.

Ready to join a team that values your contribution and supports your professional growth? Apply today and advance your career with WSCPA!