Description
The Pennsylvania Library Association, a non-profit membership organization representing public, academic, and special librarians and libraries, is seeking a Conference Specialist and Marketing Coordinator
Job Summary:
Working under the direction of the Executive Director and in conjunction with the Association's volunteer leaders, the Conference Specialist will plan and manage our annual statewide conference of 500 attendees, 80 exhibitors, and sponsors. The Conference Specialist will also work as the Marketing Coordinator for the annual conference and other programs for continuing education. Work is done in our Mechanicsburg office as part of a four-person team with remote work options on a periodic basis.
Main Job Functions:
1. Plan and execute an annual statewide conference with assistance from a committee of member volunteers. Work includes coordinating venue selection and logistics, speaker agreements, audio-visual arrangements, banquet event orders, signage plans, and exhibit hall logistics.
2. Develop and maintain productive business relationships with exhibitors and sponsors. This includes making periodic phone calls and outreach efforts to recruit exhibitors.
3. Using software tools such as SurveyMonkey, the Conference Specialist will assist committee members in speaker proposal submission forms and then assist in selection and scheduling. Evaluation forms for the event will also be created and updated for each event in this software.
4. Using an event platform mobile app, coordinate the upload of logos, schedules, announcements and access of participants for annual conference, and 2-3 other statewide events each year.
5. Create event registration forms and website descriptions for the annual conference, and other association organized workshops and events, in our association management software, GrowthZone.
6. Assist in meetings of committee volunteers to coordinate conference planning and delegating tasks following the timeline and meeting all deadlines.
7. Work with event venue staff to create food and beverage options that address attendees needs and follow the required budget.
8. Marketing of the annual conference and other association programs to the Pennsylvania library community through emails, social media, website, and phone calls. Marketing to past and potential exhibitors and sponsors through emails, phone calls, and individual meetings.
Requirements
Qualifications:
Bachelor’s Degree or equivalent experience in events and meeting management, marketing, nonprofit, or fundraising sectors, and experience with professional events and customer focused marketing or outreach.
Proficiency in either Microsoft 365 or Google Suite is required. An ability to learn other software and platforms and apply those skills quickly is required. Experience with Wordpress website editing, GrowthZone AMS, and professional use of social media is preferred.
Strong attention to detail and ability to manage multi-faceted projects with deadlines.
Writing skills that produce both clear and concise instructions for registration efforts, and create excitement in opportunities.
Ability to work with a wide range of individual members, small staff team, and maintain a positive approach.
How to apply:
Please submit a cover letter, resume, and two references to career@palibraries.org as early as possible for immediate consideration, but no later than January 12, 2026. Salary range begins at $48,000 depending on qualifications and experience. Benefits include health insurance, paid time off, retirement, and group vision and dental insurance. Office hours are 8:30 am – 4:30 pm. This is a full-time, exempt position, that requires multi-day overnight travel once per year, and occasional day travel with 10-12-hour days or an overnight stay.
Pennsylvania Library Association | 220 Cumberland Parkway, Suite 10 | Mechanicsburg, PA 17055
717.766.7663 – office
www.palibraries.org