Events Manager

POSITION PURPOSE

A high-performing Events Manager is a dynamic, detail-oriented professional responsible for the end-to-end delivery of curated in-person and virtual event experiences for the YPO community. These events provide transformative opportunities for global leaders to learn, explore, and connect. As a sophisticated advocate, the Events Manager engages and collaborates with YPO members and spouses/partners, internal stakeholders (finance, marketing, etc.), vendors, and speakers to ensure program excellence and deliver events that align with the YPO Global Events strategy.

RESPONSIBILITIES

Stakeholder and Member

Collaboration:

• Partner with key stakeholders and YPO members and/or spouses/partners to co-create innovative, high-impact events that align with member needs and organizational goals.

End-to-End Event Planning:

• Lead the full lifecycle of event planning and delivery, including concept development, budgeting, logistics, execution, and evaluation, across multiple portfolios. Act as virtual event producer when required.
• Ensure the planning team is aligned on roles and responsibilities while maintaining a high-level overview of overall program/event progress.

YPO Member Support and Event Ideation:

• Facilitate early engagement of YPO members and/or spouses/partners through YPO-hosted workshops, reoccurring planning calls and/or meetings, providing guidance and tools to support successful collaboration.

Financial Collaboration, Budgeting and Contract Management:

• Work closely with finance partners to build and forecast event budgets, manage VAT considerations, and ensure timely reconciliation post-event (within 60 days).
• Independently manage event budgets ranging from USD 50K to 3M, ensuring no overspend. Strategically allocate surplus funds to enhance the member experience.
• In partnership with the contracts team, negotiate and execute agreements in alignment with YPO policies and legal guidelines.

Event Marketing Partnership:

• Collaborate with Marketing and Communications teams to provide key event details and support the creation of targeted marketing plans that drive registration and engagement.

Vendor and Logistics Management:

• Source, negotiate, and manage vendors and services, including venues, accommodations, food and beverage, audio visual, transportation, and materials using YPO's preferred directories and standards.

Risk Management and Contingency Planning:

• Working with our Security and Risk Compliance teams, identify and mitigate risks, ensuring the implementation of necessary safety, security, and contingency measures for each event.

Master Event Plan:

• Create and maintain event specific Master Event Plans (MEPs) to guide execution and align all contributors.

Coordination, Onsite Support and Execution, and Team Oversight:

• Lead event discovery calls, planning meetings, and site visits. Provide full onsite or virtual event support to ensure seamless delivery.
• Lead the delivery of all event components, including onsite coordination, vendor management, and staff support.

Post-Event Evaluation:

• Collect attendee feedback, lead internal debriefs, and document key learnings and best practices for future reference.
• Understand what future iterations of the program/event will require and identify areas to consider for improvement or continued success.
• Capture champion feedback and identify elements of program/event that they saw as valuable or impactful.

Event Close-Out:

• Complete all required close-out activities and reporting within 60 days post-event, in line with YPO's Standard Operating Procedures.

Compliance and Best Practices:

• Ensure all events adhere to YPO processes, procedures, and the Event Management Toolkit, including integration of learning and event guidelines where applicable.

Operational Excellence:

• Take on additional responsibilities as needed to support team and organizational priorities.
• Drive continuous improvement by developing, refining, and implementing processes and best practices that ensure the effective delivery of goals and strategic initiatives.

SKILLS

Event and Project Management

• Proven ability to plan, manage, and execute complex in-person and virtual events.
• Detail-oriented and organized, with excellent time management.
• Strong budget management skills, including an understanding in break-even analysis and zero-based budgeting.
• Confident using event tools and platforms like Cvent, Microsoft Office, Zoom, Click Up, and SharePoint.

Communication and Stakeholder Engagement

• Excellent verbal and written communication, including proofreading and tailoring messages to diverse audiences.
• Strong diplomacy and relationship-building with members, C-level executives, vendors, and global teams.
• Skilled in navigating challenging conversations with empathy and clarity.

Leadership and Problem Solving

• Takes ownership, shows initiative, and makes informed decisions under pressure.
• Comfortable leading without authority, providing support to internal teams and external champions.
• Creative and solution-focused, able to think strategically…