Events Coordinator

YPO is a global leadership community of over 35,000 chief executives from more than 140 countries. YPO brings together extraordinary leaders who are committed to becoming better leaders and better people. The organization provides a platform for the leaders to connect, learn, and grow through shared experiences, rich learning programs, and meaningful relationships. Members benefit from a supportive community that fosters personal, business, family and community growth.

Supporting these members is a world‑class management team of more than 450 associates, spanning over 25 countries. Our organization is based in Dallas, Texas, with many associates working virtually and outside of the United States. Together, our team of global associates works to create a truly Only‑in‑YPO experience for our members.

Collaborates with assigned Event Managers by performing administrative functions by conducting research, preparing reports, contract submissions, providing a pro‑active customer service and provides support; pre, on‑site and post event to support the implementation of well executed Global Events.

This is a remote, work‑from‑home position. This is a 1‑year contract engagement. We are only able to consider candidates in British Columbia, Ontario, Alberta and Nova Scotia as YPO is not an employer in other provinces.

• Supports all Global Events by driving project administration in collaboration with assigned events managers and senior managers and provides onsite support as needed.
• Responsible for up‑to‑date knowledge of registration policies and procedures. Has significant interaction at all levels with YPO membership and senior YPO management.
• Provides pro‑active customer service to members and internal stakeholders.
• Responsible for the coordination of the Procurement and Contracts process of assigned events by conducting vendor and supplier research, obtaining quotes, conducting due diligence, assist with the coordination of the request for proposal (RFP) process and submit and manage contracts via the system.
• Assist events managers with administrative support.
• Collating, populating, and updating the Master Event Plan (MEP) and aligning schedules in the Week‑at‑a‑Glance (WAAG) document.
• Input and quality control of information for arrival and departure manifest, attendee communication, hotel accommodation coordination, collection, and formatting of bios, query management of registrants and birthday and special celebration coordination.
• Assist with any unique data requests related to registration reports on behalf of the assigned event managers.
• Develop and finalize the assigned CART manuals through research, information coordination, reporting and updating the CART manuals according to best practices and YPO policies and procedures to ensure all information is readily available for events to assist with event risk assessments, event safety and security preparedness.
• Assist event managers with event budget support through budget reviews and cost estimates, uploading event budgets to platform, consolidation of invoices and receipts for expense reports, track sponsorship commitments and manage donation requests for finance approval.
• Collaborate with events managers, to ensure their events are resourced and supported appropriately throughout the planning and execution phases.
• Collaborate with the events director to drive simplification and consistency across the team through improvement of the Toolkits, Playbooks and Standard Operating Procedures (SOP's).
• Other projects and responsibilities as assigned.

• Professional maturity, business acumen and emotional intelligence to communicate effectively in a multi‑cultural, virtual work environment with high‑profile corporate leaders.
• Excellent interpersonal skills, adept at building 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 good judgement. Effective time management, organization, and…