POSITION PURPOSEThe purpose of this position is to partner with the Committee/Council Leads and Committee Chairs to support committee strategy planning and yearly activities, including delivery of information, content, and follow-up of their meetings/activities, work groups or special projects as required. Responsible for the implementation of planning process for the efficient execution of the yearly committee cycle. The program manager partners with the leadership community, coordinating logistics, governance, and operational alignment while promoting collaboration in support of the Board and Organization's priorities. This will involve timely, professional, and high-touch communications with board members, member champions, internal, and external stakeholders/resources.
PRIMARY RESPONSIBILITIES- Manages all components of virtual and in-person committee and council meetings, including but not limited to scheduling, drafting content for agendas, facilitating, documenting key actions and decisions, and follow-up.
- Partners with the Committee/Council Leads and Committee Chairs to support committee strategy planning and yearly activities, including work groups or special projects as needed. Responsible for the implementation of planning process for the efficient execution of the yearly committee cycle.
- Cultivates relationships with diverse YPO members, management associates, and external resources to optimize idea sharing and best practices.
- Facilitates the global and role-specific onboarding process for committee/council members, including training on YPO processes and systems to support their champion experience.
- Ensures flawless execution of committee activities on site at the in-person bi-annual leadership meetings, including formal meetings, dinners, and additional experiences.
- Manages the compilation, preparation, standardization, and distribution of meeting agendas, pre-reading materials and meeting summaries.
- Delivers consistent, accurate and up-to-date committee documents, including directories, calendars, reference materials, data, templates, archives, et al.
- Oversees, and updates committee/council communication channels such as applicable Board applications, Connect, WhatsApp, Signal, MS Outlook, etc.
- Manages timely communication of announcements, discussions, and materials to member champions.
- Supports elections processes and executes nominating committee meetings for Board committees, Councils, and Network executive committees.
- Maintains and coordinates budgets and travel subsidies with the Finance team.
- Reviews and updates committee/council information on internal and external platforms as needed and at year-end ensuring committees are up to date and members are identified properly.
- Fosters compliance and perpetuates alignment to all facets of YPO's published Policies & Procedures, Code of Conduct, Core Principles, overall values, and applicable by-laws.
- Ensures professional quality standards by developing and improving processes to support the fulfillment of goals and strategic implementation.
- Recommends, develops, and socializes governance protocols for other management portfolios. Identifies trends, collaborations, and other opportunities related to governance.
- Serves as the general point of contact for champion inquiries from members and management team.
SKILLS- Outstanding Business acumen, professionalism, 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. Superior time management, planning, 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, 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 high-profile corporate leaders.
EXPERIENCE/BACKGROUND- Minimum 5 years' experience in professional services and/or event planning environments with multiple senior-level stakeholder groups globally.
- Proven customer service experience in a high-touch environment where responsible for identifying and implementing alternative solutions and resolving issues in a timely manner.
- Experience handling challenging situations with grace and tact, navigating, and simplifying with a positive attitude.
- Proven experience in supporting, stewarding, and executing multiple stakeholder goals and deliverables successfully.
- Membership or association experience preferred, with an understanding of governance structures, committees and consensus management.
- Proven administrative skills. Prefer corporate executive level of administrative experience.
- Experience working in a virtual work environment preferred.
EDUCATION/TRAINING/CERTIFICATION- Relevant bachelors university degree or equivalent experience required.
- Proficient in Microsoft Office Suite and database management systems, preferably CRM.
- PMP or CMP certifications preferred.
- Proficient with virtual video conferencing platforms such as Zoom.
- Must be fluent in English, written and verbal. Partial fluency or knowledge in other languages preferred.
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 5-7 times per year.
