Events Planner

POSITION PURPOSE

The Event Planner works with member champions and the YPO management team to partner in the development, design, marketing, management, and evaluation of programs to ensure quality exceptional experiences for those members participating in small in-person or virtual programs and promote best practices within the organization.

PRIMARY RESPONSIBILITIES

• In collaboration with the member champion and management team, produce high impact, cost-efficient, small-scale events in line with the member champions goals and vision.

• Responsible for event planning and implementation including development of the event proposal; budget development, submission and reconciliation post-event; event logistics as needed; event contract negotiation and execution; invoice and expense payments; CART process, and managing onsite support, if required.

• Collaborate with management team member champions to define a marketing plan and assist in providing content to support marketing efforts to assure programs are targeted to the desired and appropriate audiences.

• Launch event page and registration setup, manage registration, and communications of event details and logistics.

• Coordinate with the management team and the member champion to ensure the level of the content and resources secured are in line with the goals and objectives of the event and meet YPO standards for assigned programs.

• If required, oversee programs onsite, in collaboration with individual network and project directors, member chairs (and occasionally committees), to ensure achievement of program objectives.

• Follow event close-out processes, provide feedback and evaluation information to member champions and management associates, make recommendations for repeat events to ensure relevancy and success for future events.

• Provide exceptional professional customer service to members and management associates, responding to emails and phone inquiries within 24 to 48 business hours. 

• Fosters compliance and perpetuates alignment to all facets of YPO’s published Policies and Procedures, Code of Conduct, Core Principles, overall values, and applicable by-laws. 

• Ensures professional quality standards by developing and improving processes to support the fulfillment of goals and strategic implementation. 

• Cultivates relationships with diverse YPO members, management associates, chapter managers and external resources to optimize idea sharing and best practices.

• Perform other roles and duties as assigned from time-to-time. 

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, with 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.

• Event planning management and execution skills with focus on simple to more complex international events as well as virtual and hybrid events.

• Knowledge of hotel and venue contracting audio visual, offsite elements and resource management.

• Demonstrated ability to develop and manage event program budgets.

EXPERIENCE/BACKGROUND

• 3+ years’ experience in event management and program coordination in a professional association or entrepreneurial environment.

• Experience with Cvent, Zoom, Teamwork, Adaptive and other online platforms.

• Proficient in Microsoft Office Skills and database management.

EDUCATION/TRAINING/CERTIFICATION

• Relevant diploma, certificate, or college degree or equivalent experience.

• CMP and/or CAE preferred.

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, up to 15% 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.