Events Coordinator (Contract)

POSITION PURPOSE

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.

PRIMARY RESPONSIBILITIES

• 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.

SKILLS

• 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 effective prioritization skills with the ability to focus on and navigate multiple 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 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 an 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 high-profile corporate leaders.

EXPERIENCE/BACKGROUND

• 3+ years of experience working in a fast-paced environment in a similar position.

• Experience in events support/production, hospitality or travel and tourism is a plus.

• Strong organizational and administrative skills.

• Proficiency in Microsoft Office and data management software.

• Experience using Zoom, is preferable.

• Cvent and Salesforce experience, is an advantage.

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

• Membership or association experience preferred.

• Strong background and experience in delivery exceptional customer experience.

EDUCATION/TRAINING/CERTIFICATION

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

PHYSICAL REQUIREMENTS