About The Pennsylvania Institute of Certified Public Accountants

PICPA is a future thinking, equal opportunity employer fostering a positive and collaborative work environment where you can make a difference in every role. We value collaboration and personal initiative, and PICPA is committed not only to our members but to our employees’ satisfaction and success. We recognize that our people are our greatest asset, enabling PICPA to achieve outstanding results. We invest heavily in technology and provide our team with ongoing education, training opportunities, competitive benefits, and flexible work schedules.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Ability to Commute:

• Philadelphia, PA 19103 (Required)
• A level of travel required

Work Location: Hybrid remote in Philadelphia, PA 19103

Position Summary

The Executive Support Specialist is responsible for driving governance processes, fostering stakeholder relationships, and providing executive support to the C-Suite This role requires a proactive individual who can learn quickly and act swiftly to meet the needs of the organization. The specialist will ensure governance processes occur seamlesly and will work actively to foster member engagement and supporting executive functions.

Capabilities

Stakeholder Relationship Enablement:
Builds and sustains trust-based relationships with volunteer leaders, executives, and internal stakeholders. Serves as a primary point of contact for governance and executive support, ensuring stakeholders feel valued, informed, and supported in every interaction.

Logistics Master
Effectively coordinates complex scheduling, meeting preparation, travel arrangements, and governance activities. Anticipates needs and ensures all logistics are executed with precision to support executive operations and board functions.

Quality Control and Accuracy
Maintains accuracy across all responsibilities, from preparing meeting materials and tracking nominations to updating website content and managing records. Ensures that communications, data entries, and documentation meet high standards and reflect organizational priorities.

Professionalism and Impact
Represents the organization with poise and discretion in all communications and interactions. Maintains a calm, solutions-oriented demeanor under pressure and contributes to a high-functioning, trusted executive support environment.

Techincal Expertise

Demonstrates proficiency in using organizational systems and digital tools to manage schedules, documents, and workflows. Quickly learns new technologies and applies them effectively to streamline executive support and governance functions.

Industry Knowledge

Develops a strong understanding of the organization’s governance structure, member engagement practices, and the needs of volunteer leaders. Applies this knowledge to ensure alignment with priorities, support informed decision-making, and contribute to the continuity and professionalism of stakeholder-facing interactions.

Role and Responsibilities

CEO and Leadership Team Support:

• Provide comprehensive support to the CEO and COO, including managing schedules, prioritizing communications, arranging meetings and events, and liaising with internal and external stakeholders.

• Draft and edit correspondence.

• Handle travel arrangements.

• Ensure accurate preparation and reconciliation of expense reports.

• Maintain key documents, databases, and memberships. Stakeholder Relationships:

• Cultivate and maintain strong relationships with key stakeholders to understand their needs and concerns.

• Serve as a key point of contact for the organization’s most important relationships—our volunteer leaders. This role demands a professional presence, exceptional attention to detail, and the ability to sustain and strengthen these relationships with care. The individual in this role must execute tasks seamlessly, even under pressure, ensuring that our volunteer leaders feel supported, valued, and engaged.

• Proactively identify and address key issues that need to be discussed at governance meetings, ensuring they are integrated into the agenda and decision-making processes.

• Develop a deep understanding of the organization’s structure. The role requires the ability to grasp the interdependencies within the organization and leverage this knowledge to facilitate smooth communication, decision-making, and alignment across different teams and leadership levels with the final goal of nurturing our stakeholder relationships. Administrative

• Take ownership of the governance pages on the website, ensuring they are consistently updated and aligned with organizational priorities. • Collaborate closely with the Marcom team to communicate key governance information effectively to stakeholders, driving engagement and transparency.

• Support onboarding process: orientation, keeping role descriptions updated, etc • Develop and maintain Board Skills & Experience Matrix for various Boards and Council • Standardize processes for all Boards across enterprise.

• Meeting Coordination: Schedule pre-board meetings, board meetings, and board rehearsals. Gather, prepare and distribute meeting materials for Board, Council, Foundation Board, and Nominations Committee meetings. Attend and provide meeting minutes for all Board and Council Meetings. Collect information from VPs and managers for board meetings and send board packets to members.

• Nominations Process: Take ownership of the annual nominations process by proactively managing the scheduling of committee meetings, creating and distributing meeting materials, and ensuring the accuracy and upkeep of the nominations worksheet.

• Committee Management: Oversee the annual governance committee rollover processes.

Additional Responsibilities:

• Travel: Travel to events and/or meetings in Pennsylvania as needed.

• Other Duties: Support during events, for example but not limited to The Annual PICPA Conference.

• In the office at least once per week: Come in to the office to collect mail, other office management and in person member support functions as necessary.

Job Type: Full-time

Pay: $65,000.00 per year