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, ClickUp, 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 and adapt quickly.

Interpersonal and Cultural Intelligence

• Emotionally intelligent, self-aware, and respectful of global customs and perspectives.

• Collaborative and resourceful, with the ability to work across time zones and cultures.

Growth Mindset

• Open to feedback and committed to ongoing learning and development.

• Brings curiosity, innovation, and a proactive mindset to every project.

EXPERIENCE/BACKGROUND

• Minimum of 5+ years of experience in event design or management, preferably in an association environment working with C-suite executives.

• At least 2+ years of virtual event experience. 

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

• Proficient in Microsoft Office Skills/Software and database management.

• Experience with luxury or incentive event experience preferred.

EDUCATION/TRAINING/CERTIFICATION

• Bachelor’s degree or equivalent.

• Preferred certification(s):

  • Cvent certification.

  • Virtual Event certification (e.g. Digital Event Strategist).

  • Event management system.

  • CMM (Certificate in Meeting Management).

  • CMP (Certified Meeting Professional).

  • PMP (Project Management Professional).

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 25-40% 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.