Senior Events Manager

POSITION PURPOSE

Partner with members and lead the development and successful execution of unique global events for YPO members and their families within the Global Leadership Events portfolio. Interact with interdisciplinary teams and stakeholders as well as champions to execute events that enhance member value.  Maintain a keen understanding and curiosity of current trends and transfer opportunities to actionable events. Achieve product excellence through consistent event quality while managing budgets for complex global events. 

RESPONSIBILITIES

• The event lead for the design, implementation, and successful execution of complex global events; working with stakeholders, committee(s), and vendors to bring new and existing products from concept to market while providing event management best practices.

• Leads stakeholders, outside contractors, champions, and committee(s) to develop, design, market, manage and evaluate event programs that meet the needs of the organization and its members.

• Collaborates with management and committee(s) on event budgets according to YPO policies and procedures and advises key stakeholders of progress on a regular basis.

• Responsible for approvals of expenditures and commitments on assigned events while maintaining budgetary responsibility for multi-million-dollar events.

• Ensures professional quality standards by developing and improving processes for the department, coordinating with other departments for best practice delivery of services to internal and external customers.

• Collaborate with internal stakeholders and champion(s) to develop clear objectives for the program, content design, advises on appropriate formats to maximize audience participation, enhanced learning, and member take-home value and high post-event evaluation score.

• Works with department senior management to develop strategies for improvement, event growth, and successful delivery of events.

• In conjunction with Event Marketing lead, develop and implement a plan to market, register and communicate with event attendees before, during and after the event and ensure programs are targeted to the appropriate member audience and marketed to sell out.

• Accountable for the identification, documented relationship, training of external contracted professional resources and performance to manage events and assignments as needed.

• Attends planning meetings/site visits as needed and travels for full onsite event support and execution.

• Develops, produces and presents all pertinent material at planning meetings and other meetings as assigned.

• Ensures adherence to YPO processes and procedures throughout the development and delivery of all programs.

• Ensures that the highest level of security, medical access and emergency contingency plans are developed and in force for the event, to mitigate risks.

• Creates a Master Operating Schedule (MOS) and ensures contractors’ adherence for successful delivery of the event within budget and timeline.   

• Ensures appropriate contracts and agreements are fully negotiated, executed and committed to provide required services in compliance with YPO policy.

• Collaborates with hotel/venue management on all services to be provided, including contract negotiations, audio-visual and catering needs, accommodations, shipping of event materials etc.

• Travels to events, acts as point-person for all delivery of event components and manages comprehensive on-site execution, including staff management as needed.

• Participates in post-event analysis debrief and learnings.

• Close-out program and program financials within 45 days of program completion as per specifications listed on payment schedule page.

• Works with the stakeholders to incorporate YPO’s E-Code in all events.

SKILLS

• Ability to work collaboratively in a multi-cultural organization with international members, helping them achieve excellence in voluntary roles for YPO initiatives.  

• Excellent interpersonal skills, adept at building meaningful relationships with all levels of associates, members, and vendors. Adaptable, insightful, empathetic, and reliable. 

• Able to maintain discretion and integrity of confidential information.  

• Resourceful and able to work independently with initiative and good judgement. Effective time management, organization, and prioritization skills with the ability to focus on varied projects simultaneously.  

• Possesses a distinct global mindset, sensitive to local and international customs and protocols.   

• Able to identify problems, research alternatives, provide solutions and/or resolve issues in a timely manner. Anticipates member/internal client needs and delivers with clarity.  

• Analytical thinker with ability influence and guide processes with appropriate approach and execution. Natural curiosity and desire to learn more; proficiency and interest in applying new technologies and tools.  

• Excellent verbal and written communication skills, including proof reading, with a meticulous attention to detail. Adjusts communication style appropriately to the audience.   

• Professional presence, appearance, and stature to interact easily with YPO members, C-level executives, and peers at all levels within the organization.  

• Proven aptitude for proactive, unparalleled customer service; able to identify problems, research alternatives, provide solutions and/or resolve issues.

• Demonstrated experience of operationalizing project plans, designing new solutions, structures, and processes, and building capability through innovation and continuous improvement.

EXPERIENCE/BACKGROUND

• Minimum of 9+ years of experience in event design or management, preferably in an association environment working with C-suite executives.   

• Experience leading teams on complex in-person events.

• Strong event planning, project management, and execution skills required.

• Proven experience in stewarding and executing multiple tasks as part of larger projects.

• Proven expertise in food and beverage creation and execution, considering dietary restrictions and allergies.

• Financial experience in budgeting, forecasting, and reconciling required.

• Proficiency and experience in the use of Microsoft Office programs including Outlook, Excel and PowerPoint required.

• Cvent, Salesforce, Crowd Compass experience preferred.

• Membership or association experience preferred.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s degree or equivalent

• Preferred certification(s):

  • Cvent certification

  • Virtual Event certification (e.g. Digital Event Strategist)

  • Event management system

  • CMM (Certificate in Meeting Management)

  • CMP (Certified Meeting Professional)

  • PMP (Project Management Professional)

PHYSICAL REQUIREMENTS

• Ability to work flexible and/or extended hours as needed to accommodate members and team members in multiple time zones.

• Ability to work for extended hours at a computer screen.

• Willingness and ability to travel, domestically and internationally, without restrictions, approximately 40 - 60% per year.

EOE

YPO is an Equal Opportunity Employer. YPO takes pride in supporting a diverse workforce and demonstrates this through its policies and practices. YPO does not discriminate in recruiting, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.