Leadership Meetings Manager

POSITION PURPOSE

The Leadership Services Manager, Meetings partners with Leadership Champions and YPO management team to deliver first-in-class Leadership Services meetings. The Meeting  Manager is responsible for holistic meeting management, including but not limited to, general event planning, hotel identification, offsite gatherings, hospitality and social event management, marketing and communication of events and transportation logistics. The Meeting  Manager achieves a consistent quality and excellence of programs by managing budgets and planning which culminate in meetings that meet organization goals, member needs and ensure member take-home-value. The Meetings Manager strategically partners with key stakeholders on event innovation and end-to-end meeting planning and execution of seamless events working with the highest level of volunteer leadership in the organization.

PRIMARY RESPONSIBILITIES

• Facilitate meeting logistics, including relationships with vendors and accountability of service, such as hotels, transportation companies, venues, and Destination Management Companies (DMCs).

• Collaborate with the People Leader in managing the venue and location selection process and contract negotiations for Leadership meetings and related activities.

• Collaborate with Finance Team to assimilate forecasts, negotiate discounts, create, and maintain meeting budgets including contracts and invoicing.

• Coordinate on-site program activities in support of the Leadership Meetings and ad hoc projects, including best practices, distribution of procedures and other related documents.

• Manage multiple relationships with project directors, vendors to maintain event continuity and efficiency amongst all meetings.

• Coordinate with procurement partner to source hotels and oversee contracting.

• Negotiate with multiple vendors including hotels, transportation, and other venues.

• Collaborate with champions and committees regularly on program development, content, agendas as well as resource development, session planning objectives and take-home value ensuring a member satisfaction rating of 4.2 or higher per event.

• Advise key stakeholders on an ongoing basis of progress, using the YPO framework for success as a guiding principle in decision making.

• Ensure adherence to YPO processes and procedures throughout the development and delivery of all programs.

• Oversee, maintain, and manage program budgets to meet YPO requirements.

• Ensure that the highest level of security, medical access and emergency contingency plans are developed and in force for the event.

• Create a Master Operating Schedule and ensure contractors’ adherence.

• Ensure appropriate contracts and agreements are fully executed and committed to provide required services.

• Secure and train all onsite support staff.

• Serve as a resource to other assigned staff, committee(s), and all third-party contractors.

• Coordinate event marketing efforts including, but not limited to, development of event marketing timeline, marketing copy content and resources, registration site, as well as ongoing website maintenance relating to the event(s) on a regular basis.

• Collaborate with hotel management on all services to be provided, including contract administration, audio-visual and catering needs, accommodations, etc.

• Coordinate shipment of event materials to support the event at the designated location or venue. Travel to events, acts as point-person for all delivery of event components and manage comprehensive on-site execution, including staff management.

• Manage post-event closeout of financials within 90 days of completion of the event and provides all materials and necessary information for archiving.

• In connection with the archiving and documentation of the event, create a media library (photographs, video, or other electronic means) of the program.

• Manage the collection of post-event evaluations and participate in post-event debrief.

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 negotiation and strong diplomacy skills with the ability to build 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.

• 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

• 7+ years of experience in global event design/management or other programs.

• Strong meeting planning, event management, and execution skills required.

• Strong budgeting skills to develop and manage program budgets while mitigating risk.

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

• Experience in professional services and/or event planning environments with multiple stakeholder groups/committees and consensus management, preferred.

• Proficiency in Microsoft Office and familiarity with Cvent and Salesforce preferred.

• Project Management experience preferred.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s degree or equivalent experience.

• Preferred Certifications: Project Management Professional (PMP), Certified Meeting Professional (CMP), Cvent

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, approximately 15-20% 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.