Events Manager

POSITION PURPOSE

The Events Manager is responsible for end-to-end delivery of curated event experiences (in-person and virtual) for the YPO community.  The Events Manager provides transformative opportunities for global leaders to learn, explore and connect. The Events Manager is a sophisticated advocate who engages with internal departments, external vendors, speakers, and key client contacts to achieve program excellence through successful event execution that meets the YPO Global Events strategy.

RESPONSIBILITIES

• Partners with key stakeholders and champions on event innovation and creation, end-to-end event planning and successful event execution aligned to event management best practices.

• Leads stakeholders, champions, committee(s) and contractors to develop, design, budget, market, manage, execute and evaluate assigned events according to the theme and content.

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

• Acts as the point-person for all successful delivery of event components and manages comprehensive on-site execution, including event staff management as needed.

• Ensures adherence to YPO processes and procedures and Event Manager Toolkit throughout the development and delivery of all programs and tracks actual hours spent per program vs planned.

• Develops, analyzes, monitors, and manages event budgets of USD50k to USD2m to meet YPO requirements and timelines with no overspend and pro-actively address any risks.

• Creates a Master Event Plan (MEP) and ensures contractor and stakeholder adherence for successful delivery of the event within budget and timeline.   

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

• In conjunction with Event Marketing lead, develops and implements plan to successfully market, maximize registration and effectively communicate with event attendees before, during and after the event.

• Manages all logistical aspects of programs including securing accommodations, food and beverage, audio visual, transportation and event materials, etc.

• Collaborates with procurement and contracts team to source, negotiate and contract major vendor agreements that are key to successful program components.

• Oversees, assesses, and addresses all potential risks associated with assigned events which includes managing contracts, ensuring security measures are in place, developing contingency plans for unforeseen circumstances, handling emergencies effectively and managing event budgets to mitigate financial risks.

• Collaborates with the data team to facilitate the collection of post-event evaluations, archiving event documentation and media, and participates in post-event analysis debrief, learnings and record keeping.

• In the case of virtual events and programming, uses virtual platforms, coordinates, and acts as producer.

• Follows the event close-out process as defined in the Standard Operating Process (SOP).

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, including strong diplomacy skills with the ability to build meaningful relationships with all levels of associates, members, and vendors. Adaptable, insightful, empathetic, and reliable. Great sense of humor and humility.

• Able to maintain discretion and integrity of confidential information.

• Resourceful and able to work independently with initiative and common sense. 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.

EXPERIENCE/BACKGROUND

• Minimum of 5+ years of experience in leading and managing multi-day event design, multiple event types or conference management, preferably in an association or corporate environment.

• At least 3 years’ experience collaborating and partnering with C-suite executives; stewarding and executing multiple stakeholder goals and deliverables.

• At least 2 years’ experience planning and executing virtual events. 

• Knowledge of project management principles in the application of event management.

• Experience leading event teams on complex in-person and virtual events.

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

• Ability to work under pressure with conflicting priorities.

• Financial experience in budgeting (domestic and international), forecasting, reconciling required.

• Strong negotiation skills - applying active listening, building rapport, and using persuasion techniques to navigate discussions and achieve desirable outcomes.

• Comfortable using technology to execute tasks with proficiency and experience in the use of Microsoft Office programs including Outlook, Excel and PowerPoint required.

• Cvent, Salesforce, experience preferred.

• Membership or association experience preferred.

• Experience with luxury or incentive event experience preferred.

EDUCATION/TRAINING/CERTIFICATION

• Relevant bachelor's degree or equivalent experience

• Preferred certification(s):

  • Cvent certification

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

  • Event management system

  • 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.

• Willingness and ability to travel, domestically and internationally, without restrictions, approximately 30-50% 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.