Position Summary
FOPG 2.0, a subgroup of Young Presidents’ Organization (YPO) members, is now hiring a Group Administrator (GA) to lead the event planning for retreats and to manage ongoing administrative tasks related to the membership process, budget management, and digital communications. The person in this role must be able to attend the two retreats per year as the onsite event manager. The rest of the position can be conducted 100% remotely on a semi-flexible schedule. The time commitment will be intensive leading up to and during the two retreats and significantly lower the rest of the year.
Now…what makes this a great opportunity? The person in this role will cultivate a powerful network of relationships within this highly elite organization and the retreats are spectacular, once-in-a-lifetime events. The GA will have incredibly unique opportunities to participate in global travel, world class accommodations, and exclusive experiences that have only been made available through the connections of the participants.
This position is a match for someone who has a passion for event planning and creating extraordinary destination event experiences, with careful attention given to logistics to ensure a stress-free experience, and thoughtful touches planned every step of the way to delight guests. Additionally, a background as an EA, event planner, or a similar role that requires the ability to successfully demonstrate an understanding that even the most minute administrative tasks are mission-critical and must be tended to with precision for highly discerning executives. This seasonal, part-time position will be a contractor for FOPG 2.0, reporting to the group’s executive committee.
The responsibilities for this position are:
Event Management
- Create and attend extraordinary, seamlessly well-organized events for FOPG 2.0, including two annual retreats (March and October) and four quarterly board meetings (two virtual, two during the retreats)
- Scout, recommend and negotiate hotel, resource, and venue contracts
- Direct pre-event planning calls with conference champions and consult for event success
- Develop promotional materials for events including invitations and event website copy, agendas and onsite materials
- Track RSVPs and manage follow ups, pre-event communications, and post event surveys
- Manage all activities within the approved budget, track expenses, and pay all invoices
Membership Administration
- Drive the new member process, ensuring candidates and new members move through the progression of activities in a timely fashion
- Push the process forward as needed by following up with the membership chair, committee members, and candidates, balancing professional grace with persistence
General Administration
- Develop and maintain the FOPG 2.0 annual budget and reconcile the bank account
- Manage Slack permissions and updates
Education & Experience Requirements
- 10+ years of career experience that demonstrates achievement using skills that transfer well to this job
- Experience as an executive assistant or in a similar role that orients around the needs of highly discerning executives and requires exceptional attention to detail
- Experience planning destination events
- Experience using modern software applications for project management and communication
- Prior knowledge of YPO and experience working with members of YPO is a plus
Skills & Character Traits
- Detail-oriented in every aspect of administrative tasks and event planning, from the anticipation of participants’ needs to the documentation of member information and logistics
- Discerning; knowledgeable of how to interact with influential individuals and high caliber executives, and personally familiar with the standards and expectations of this group
- Confident; able to take ownership of projects, drive outcomes, push committee members as needed, and able to receive direct communications and balance opposing views
- Helper orientation; a genuine desire to understand the needs of others, remove stressors, and make their lives easier
- High standards of excellence; unwilling to settle, yet strong discernment on where to devote efforts
- Inclination to take responsibility, self-manage, proactively seek information, and bring solutions (not problems) when facing obstacles
- Tech savvy; motivated to figure out and use modern technology for communication and organization
- Organized; naturally inclined to create and maintain systems of organization
- Professional communication skills; clear, concise, cordial, also earnest, transparent, and authentic
- Willing and able to be on call for fast response times throughout the year, even during slower seasons
