Careers

Join the WSCPA Team

We are currently recruiting for a Conference Operations Coordinator to join our team. Please see the job description and how to apply below. We do our best to review every application. To ensure a review of your application, please follow all instructions provided below. The number of applications received may make it difficult to respond in a timely manner. Thank you for your patience.

Conference Operations Coordinator

POSITION PURPOSE

The Conference Operations Coordinator is responsible for the administration, coordination, and execution of WSCPA’s conferences and events. Reporting to the Director of Professional Development, this role keeps the many details behind our events organized, accurate, and moving forward, from speaker coordination and event records to on-site logistics and post-event follow-up.

The coordinator works closely with members, speakers, attendees, sponsors, vendors, planning committees, and colleagues across Membership, Communications, Technology, and AV.

ESSENTIAL JOB FUNCTIONS

CONFERENCE PLANNING & COORDINATION (70%)

• Work with Director of Professional Development in all aspects of WSCPA-sponsored conferences and in-person education events  from conception through post-event follow-up.
• Coordinate with input from 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.
• Research, coordinate, and book event venues in partner with the Director of Professional Development.
• Ensure content and logistics for conferences meet state and national standards for continuing education.
• Coordinate volunteer planning committees, including scheduling meetings, preparing and distributing meeting information, documenting key decisions and next steps, and keeping committee records and schedules accurate in WSCPA systems.
• Keep planning committees informed of deadlines, decisions, and information needed to keep event planning moving forward
• Ensure conference-related information is updated and accurate in the database, including dates, locations, agendas, pricing, and other relevant information.
• Assist in the preparation of event handouts and materials. Oversee invoices and billing for conference-related expenses.
• Work with the Director of Professional Development 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.
• Monitor and manage the conferences email inbox daily, responding to and routing inquiries as appropriate.

ON-SITE EVENT LOGISTICS (10%)

• Coordinate on-site event logistics and serve as a  point of contact for speakers, attendees, vendors, and staff during conferences and events.
• Ensure seamless execution of all logistical aspects during conferences and other related in-person CPE 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.
• Help keep sessions and event activities on schedule and communicate changes or issues to the appropriate staff.
• Assist with troubleshooting of on-site issues, working with the Director of Professional Development and other team members when plans need to change.
• Coordinate event setup, breakdown, and collection of materials following the event.

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  (10%)

• 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.
• View Cybersecurity Training Videos within 72 hours
• Meet regularly with supervisor.
• 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.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is required to perform the following physical activities:

The employee must also be able to lift items of the following weights and frequencies:

Specific vision abilities required by this job include:
Position requires close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics listed below are representative of those an employee encounters while performing the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to the following conditions and frequencies:

The noise level in the work environment can be typically classified as follows:
Moderate noise, as typified by an office environment

Apply Today:

To Apply, please submit a COVER LETTER and RESUME in Microsoft Word or PDF format HERE. 

Note: A cover letter is required to be  considered. A real, live person reviews applications. Your cover letter should showcase why you want to be part of our team. Include “Conference Operations Coordinator” in the subject line.Only local candidates will be considered.

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 (with EAP), dental, vision, flexible spending account, long term disability, and basic life insurance. Employees are encouraged to enroll in our organization’s 401(k) plan. Employees also receive 18 days of PTO annually, and 11 paid holidays throughout the year. We are currently working hybrid; this position requires the ability to come into the office.  

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 salary range for this position is $27.00 – $30.00 per hour DOE. The full wage range for this position is $25.27 – $35.38 per hour.  

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